MYOB Advanced. Release Notes

Transcription

1 MYOB Advanced Release Ntes

2 Cntents Intrductin 5 Release Ntes 5 Distributin... 5 Ability t Use Sales Orders and Purchase Orders Withut Inventry Setup... 5 Enhanced Tracking Item Quantities... 6 Enhanced Prcess f Psting t Inventry... 7 Item Class Hierarchy... 8 Nn-Inviceable Expense Lines in Drp-Ship Purchase Orders Prcessing f Service Lines in Purchase Orders via Purchase Receipts Unit f Measure and Pricing Imprvements Advanced Prcessing f Sales Orders Invices Quick Order Prcessing Retainage in Purchase Orders Dcumentatin Help in the Mdern UI and Structural Changes Finance Ability t Clse Tax Perids by Cmpany Apprval f Outging Cash Transactins Enhancements f Custmer Statement Prcessing Migratin Mde in the Accunts Payable and Accunts Receivable Mdules Pay-t Vendr Relatins Changes in Names f Deferred Revenue Reprts Frmulas fr Descriptins in Cntract Invices Runding Settings fr Currencies Retainage in Accunts Payable Bills and Accunts Receivable Invices... 43

3 Split Transactins Ability t Vid Vendr and Custmer Refunds Mandatry Tax Agencies Organisatin Handling f Obslete Attributes Imprved Assignment and Apprval Maps Imprved Marketing Lists and Campaigns Imprved Taxes in Expense Receipts and Expense Claims Opprtunity Stages fr Each Opprtunity Class Campaign Expense Accunting Case Management Feature Switch Qutes in Opprtunities Separate Use f Branches and Cmpanies Platfrm Aggregatin by Date Parts in Pivt Tables Aggregatin by Segments in Pivt Tables Authrisatin f Client Applicatins List View f Frms Lcalisatin f Self-Service Prtal Lkup Mdes f Segmented Keys New User Interface New Endpint f the Cntract-Based API OpenAPI 2.0 Specificatin fr the Cntract-Based REST API Shared Cnfiguratin f Table Clumns Acrss System Users Dashbard Enhancements MYOB Advanced DeviceHub Enhanced Additin f Dashbards and Generic Inquiries t the Mbile Applicatin Enhanced Update f Custmized Generic Inquiries Quick Filters fr Generic Inquiry Results Management f Recrd Number n Generic Inquiry Frms Prjects... 96

4 Billing Wrkflw Enhancements and Invice Preview Prject Mdule Enhancements Tracking f Cmmitments Change Management Cst Cdes Other Imprvements t Prjects Reslved Issues 138 Knwn Issues 141

5 Intrductin Welcme t the release f MYOB Advanced. The purpse f this dcument is t prvide essential infrmatin n the changes included in this release that affect rganisatins wh are invlved in develping reprts, custmisatins and integratins fr the MYOB Advanced system. Release Ntes Distributin Ability t Use Sales Orders and Purchase Orders Withut Inventry Setup A new Inventry feature switch has been added t the Standard Distributin grup n the Enable/ Disable Features frm (CS ). With this feature enabled, a user can maintain stck items in the Inventry mdule and use the Sales Orders, Purchase Orders, and Purchase Requisitins mdules f the Distributin suite fr creating and prcessing dcuments that may include stck items. If the MYOB Advanced license des nt include the Inventry feature, mst f the frms f the Inventry mdule are nt available. A user will be able t use ther mdules f the Distributin suite fr creating and prcessing dcuments with nn-stck items and services nly. Specifically, the fllwing types f dcuments with nn-stck items and services can be created and prcessed if the Inventry feature is nt enabled: Sales rders and Sales Orders invices Purchase rders Purchase requests and purchase requisitins (if t is enabled n the Enable/Disable Features frm) Als, the fllwing additinal features f the Distributin suite can be enabled and used if the Inventry feature is nt enabled: Multiple Units f Measure Blanket and Standard Purchase Orders Custm Order Types Purchase Requisitins Other User Interface Changes The Vlume UOM and Weight UOM settings have been mved frm the Inventry Preferences frm (IN ) t the Branches frm (CS ).

6 Enhanced Tracking Item Quantities Distributin Under sme circumstances, the fllwing prblems culd ccur, which wuld result in incrrect item quantities in inventry: The system was nt able t create an inventry issue when a Sales Orders invice was released. The user culd issue an item quantity f the SO Shipped allcatin type (the quantity that was selected in a cnfirmed shipment) directly frm the Inventry mdule by creating and releasing an inventry issue n the Issues frm (IN ). A shipment created fr returned gds culd increase the item quantity available fr shipping n the Inventry Allcatin Details frm (IN ) if the Include Qty. n Returns check bx was selected in the availability calculatin settings f the applicable item class n the Item Classes frm (IN ). The internal lgic the system uses t track item quantities in inventry has been enhanced t fix the pssible issues with tracking item quantities. Changes in Psting t Inventry and Tracking Item Quantities The fllwing changes have been made t the prcesses f releasing and psting dcuments and tracking item quantities: The creatin f an inventry issue and the release f a Sales Orders invice are nw perfrmed in a single peratin with the Release Invice actin n the Invices (SO ) r Prcess Invices and Mems (SO ) frms. If the inventry issue cannt be created fr the Sales Orders invice fr sme reasn, the system des nt release the invice. Nw there is n need t schedule the executin f the Pst Invice t IN actin. Fr mass-prcessing peratins, such as releasing invices r updating inventry, the system nw always generates a separate inventry issue fr each shipment. If an invice that is being released includes a part f a shipment, the system generates an individual inventry issue fr this part. Nw the system des nt allw a user t release an inventry issue, transfer, r adjustment that decreases an item's quantity directly in the Inventry mdule if the issued quantity exceeds than the Available fr Issue Qty, which is calculated fr stck items as the On Hand Quantity minus the SO Shipped Quantity. When an inventry issue is created frm a shipment r frm an invice and is saved with the Balanced status, the system nw des nt change items' allcatin type t IN Issues that is, the allcatin type remains SO Shipped. This prevents a direct issue f the allcated items frm the Inventry mdule. The IN Issues allcatin type is nw assigned t nly the items that are selected in the inventry issues created directly frm the Inventry mdule. A shipment created fr returned gds r a sales rder f the Credit Mem type des nt increase the item quantity available fr shipping n the Inventry Allcatin Details frm (IN ) if the Include Qty. n Returns check bx was selected in the availability calculatin settings f the applicable item class n the Item Classes frm; the Include Qty. n Returns setting nw affects nly the calculatin f the available quantity. MYOB Advanced Release Ntes Page 6 f 141

7 User Interface Changes The fllwing changes have been made t the user interface: Distributin The Pst Invice t IN actin has been remved frm the Invices frm, althugh it is still available n the Prcess Invices and Mems frm (SO ). The Cnslidate Dcuments n Updating IN setting has been remved frm the Sales Order Preferences frm (SO ). The Update IN actin, which has been used t update the inventry befre creatin f the invice, becmes bslete but is still available n the Shipments (SO ) and Prcess Shipments (SO ) frms. Enhanced Prcess f Psting t Inventry When a Sales Orders invice is prcessed, the csts and crrespnding revenues can nw be recrded t the same financial perid, regardless f when the inventry issue is generated. Previusly, when a Sales Orders invice was released, the system always assigned the shipment date and the crrespnding financial perid t the inventry issue if it was created during the prcess f releasing the invice. If the pst perid f the Sales Orders invice was different frm the perid f the inventry issue, the COGS and revenues culd have been recrded t different financial perids, causing an incrrect incme statement fr the issue perid. T avid this situatin, the lgic used fr generating and psting inventry issues n release f sales invices has been imprved. T help users review dcuments fr which inventry issues have nt been created yet, the new Unpsted t IN Dcuments reprt (IN ) has been intrduced (see the screensht belw). The reprt is available in the Reprts > Audit sectin f the Inventry mdule. The Pst Perid f the Inventry Issue Nw users can cnfigure the fllwing prcesses in the system (s that in either case, the financial perid f the csts will match the financial perid f the crrespnding revenues): Updating the inventry as f the shipment date: A user can run the Update IN prcess n the Shipments (SO ) r Prcess Shipments (SO ) frms t create inventry issues frm cnfirmed shipments with the pst perid f the inventry issue as f the shipment date. In this case, we recmmend that the user specify the Shipped-Nt-Inviced accunt n the Sales Orders Preferences frm (SO ); the system will temprarily pst t this accunt the issued csts until the invice fr the sale is prcessed. On release f the Sales Orders invice prepared fr the shipment, the system will create a General Ledger transactin that clears the shipped-nt- inviced amunt and psts the csts and revenues t the same financial perid. MYOB Advanced Release Ntes Page 7 f 141

8 Distributin Nte: The system will shw a warning when a user perfrms the Update IN actin n the Shipments (SO ) r Prcess Shipments (SO ) frms if the Use Shipped-Nt-Inviced Accunt and Use Shipment Date fr Invice Date check bxes are bth cleared n the Sales Orders Preferences frm (SO ); the warning will ntify the user that the revenue might be psted t a financial perid that des nt match the COGS perid. Updating the inventry as f the invice date: In this case, the user des nt need t run the Update IN prcess; inventry issues are autmatically generated n release f the crrespnding Sales Orders invices. The system generates the inventry issues with the pst perid and date f the Sales Orders invices, s that the csts and revenues match the financial perid n the incme statement. Guide. New Reprt fr Reviewing Dcuments That Haven't Been Psted t Inventry A new Unpsted t IN Dcuments reprt (IN ) has been intrduced. A user can generate this reprt frm the Clse Financial Perids frm (IN ) r pen it directly frm the Reprts > Audit sectin in the left pane, and review the list f dcuments that need t be psted t the Inventry mdule. This reprt is fr infrmatinal purpses; the user can clse financial perids withut cleaning the reprt. The reprt lists the fllwing dcuments whse dcument dates belng t the specified range f perids: Unreleased Sales Orders invices having lines with stck items fr which n inventry transactins have been psted t the Inventry mdule. Cnfirmed shipments fr which n invice has been created and n inventry transactin has been psted t the Inventry mdule. Item Class Hierarchy With MYOB Advanced, users can nw cnfigure multi-segment item class IDs s that each segment defines a nested level f hierarchy. Thus, a user can set up item classes as a tree-like structure with parent-child relatinships between item classes. Sme ther settings related t item class cnfiguratin have als been redesigned. Defining the Hierarchy f Item Classes The new INITEMCLASS segmented key, t which the item class entity is linked, has been added t the system. This segmented key can cnsist f ne segment r multiple segments, each defining a nested level f hierarchy. Fr a detailed descriptin f The Item Class Tree pane has been added t the Item Classes frm (IN ); this tree view shws the hierarchical structure f item classes cnfigured in the system: MYOB Advanced Release Ntes Page 8 f 141

9 Distributin The new Inventry by Item Class frm (IN ) has been added. On this frm, a user can inspect the item class hierarchy and review which inventry items belng t a particular item class. Als n this frm, a user can perfrm mass-change f the item class fr multiple inventry items. Fr details n cnfiguring and using the hierarchical structure f item class IDs, see the Specifying Default Item Classes The Default Item Class setting n the Inventry Preferences frm (IN ) has been split int tw settings. Nw a user can define separate item classes as the default fr stck items in the Default Stck Item class bx, and as the default fr nn-stck items in the Default Nn-Stck Item Class bx. Cnfiguring Availability Calculatin Rules The Availability Calculatin sectin f the Item Classes frm (IN ) has been replaced with a single Availability Calculatin bx in which a user specifies the availability calculatin rule that applies t the item class. The new Availability Calculatin Rules frm (IN ) has been added, n which a user can cnfigure the availability calculatin rules. Other User Interface Changes The fllwing changes have been made t the user interface: MYOB Advanced Release Ntes Page 9 f 141

10 Distributin On the Physical Inventry Types frm (IN ), the By Item Classes generatin methd has been added; the Item Class Selectin tab (which is displayed if this methd is selected) nw allws a user t specify ne item class r multiple item classes. (The Item Classes bx has been replaced with the Item Classes table.) An Item Class ID bx has been added t the Summary area f the Prepare Replenishment frm (IN ). The Inventry Balance (IN ), Inventry Valuatin (IN ), and Sales Prfitability by Item Class and Item (AR ) reprts nw supprt hierarchical rdering f item classes. Nn-Inviceable Expense Lines in Drp-Ship Purchase Orders Users can nw add expense lines t drp-ship purchase rders and purchase receipts t prcess extra charges that d nt need t be inviced t the custmer. In particular, the system supprts the fllwing drp-ship rder wrkflw when charges such as this are invlved: 1. A user creates a drp-ship purchase rder fr gds rdered by a custmer. T the purchase rder, the user adds the expense line that has been additinally claimed by the vendr and that is nt suppsed t be inviced t the custmer. T add this expense line, the user shuld select a nn-stck item fr which bth the Require Shipment and Require Receipt check bxes are cleared n the Nn- Stck Items frm (IN ). 2. When the user prepares the Sales Orders invice fr the drp-shipped gds, the expense line is nt inviced. When the Sales Orders invice is released, the system generates the General Ledger transactin fr the sales revenue and fr the cst f the drp-shipped gds. 3. The user enters the Accunts Payable bill; the system cpies the expense line t the bill. When the Accunts Payable bill is released, the system creates the General Ledger transactin t the expense accunt f the nn-stck item. Fr - MYOB Advanced Release Ntes Page 10 f 141

11 Distributin Prcessing f Service Lines in Purchase Orders via Purchase Receipts T streamline the purchase rder billing prcess, users can have the system cpy the service lines (the lines with nn-stck items fr which the Require Receipt check bx is cleared n the Nn-Stck Items frm (IN )) frm purchase rders t purchase receipts withut prcessing them via accrual. T set up the system t cpy these lines fr purchase rders, users can select the crrespnding check bx n the Purchase Orders Preferences frm (PO ), which is ne f the fllwing: Prcess Service Lines frm Nrmal Purchase Orders via Purchase Receipt By default, this check bx is cleared and the system wrks as it did befre: Service lines are nt cpied frm a purchase rder t the crrespnding purchase receipt; they als cannt be added manually t the purchase receipt by clicking Add PO r Add PO Line n the tlbar f the Dcuments Details tab f the Purchase Receipts frm (PO ). Service lines are billed directly frm the purchase rder. After an Accunts Payable bill has been prepared fr a purchase rder line, it is nt pssible t create a secnd unreleased bill fr this line. If this check bx is selected, service lines are cpied t a purchase receipt prepared fr a purchase rder that includes these lines; these lines cannt be billed directly frm the purchase rder. Prcess Service Lines frm Drp-Ship Purchase Orders via Purchase Receipt By default, this check bx is cleared and the system wrks as it did befre: Service lines are nt cpied frm a drp-ship rder t the crrespnding purchase receipt; they als cannt be added manually t the purchase receipt by clicking Add PO r Add PO Line n the tlbar f the Dcuments Details tab f the Purchase Receipts frm (PO ). Service lines are billed directly frm the drp-ship rder. After an Accunts Payable bill has been prepared fr a purchase rder line, it is nt pssible t create a secnd unreleased bill fr this line. If this check bx is selected, service lines are cpied t a purchase receipt prepared fr a drp- ship rder that includes these lines; these lines cannt be billed directly frm the drp-ship purchase rder. Fr mre infrmatin, see Purchase Order Prcessing Optins and Drp-Ship Order Flw in the MYOB Advanced User Guide. Straightfrward Line Cmpletin Rules fr Lines f the Service Type Service lines in purchase rders are nw clsed based n the Cmplete PO Line setting f the nn- stck item selected in the line. The Cmplete PO Line rule is preserved in the purchase rder line and is nt changed if the user changes the setting fr the crrespnding nn-stck item; that is, the lines f the existing purchase rders are clsed based n the settings that were specified when the purchase rder was entered. The fllwing cmpletin rules have been intrduced: A line with the By Quantity setting is clsed in any f the fllwing cases: The purchase receipt with the full quantity f the rder line has been released. The Cmplete PO Line check bx is selected autmatically fr the purchase receipt line n the Purchase Receipts frm. MYOB Advanced Release Ntes Page 11 f 141

12 Distributin The purchase receipt with a partial quantity f the rder line has been released, and the Cmplete PO Line check bx has been manually selected fr the purchase receipt line n the Purchase Receipts frm. The Accunts Payable bill has been released, and the billed quantity is greater than r equal t the purchase rder line quantity f all released Accunts Payable bills that refer t this line. A line with the By Amunt setting is clsed in either f the fllwing cases: The purchase receipt has been released, and the Cmplete PO Line check bx has been manually selected fr the purchase receipt line n the Purchase Receipts frm. The Accunts Payable bill has been released and the billed amunt is greater than r equal t the purchase rder line amunt f all released Accunts Payable bills that refer t this line. Unit f Measure and Pricing Imprvements The pricing mechanism has been significantly imprved t give users mre ways t cnfigure sales and vendr prices. The main changes are described in the sectins belw. Cnfiguring Warehuse-Specific Prices Nw a user can define sales and vendr prices fr each warehuse. The tables n the Sales Prices (AR ), Sales Price Wrksheets (AR ), Vendr Prices (AP ), and Vendr Price Wrksheets (AR ) frms nw have the Warehuse clumn, in which a user can specify the warehuse t which the price applies. If the warehuse is nt specified, the price applies t all warehuses defined in the system. The warehuse-specific price has a higher pririty than a price f the same type that is nt specific t Uplading Prices by Alternate IDs Users can nw specify inventry items by their alternate IDs n the Sales Prices, Sales Price Wrksheets, Vendr Prices, and Vendr Price Wrksheets frms. A user can make it pssible t uplad prices in wrksheets by alternate IDs instead f item IDs and t create alternate IDs frm wrksheets by selecting the fllwing new settings: The Lad Sales Prices by Alternate ID check bx n the Price/Discunt Settings tab f the Accunts Receivable Preferences frm (AR ). The Lad Vendr Prices by Alternate ID check bx n the Price/Discunt Settings tab f the Accunts Payable Preferences frm (AP ). Specifying a Price Adjustment Multiplier - The system nw prvides the ability t keep and update the sales price fr nly ne unit f measure, and t cnfigure the system t update the prices fr ther units f measure autmatically based n this price. T enable this ability, a user needs t select the new Use a Price Adjustment Multiplier check bx n the General Settings tab f the Sales Orders Preferences frm (SO ). After that, the adjustment multiplier can be specified in the Price Adjustment Multiplier clumn n the General Settings tab f the MYOB Advanced Release Ntes Page 12 f 141

13 Distributin Stck Items frm (IN ) (fr stck items) r the Nn-Stck Items frm (IN ) (fr nn-stc Advanced User Guide. Specifying Crss-Reference Units f Measure The table n the Crss-Reference tab f Stck Items and Nn-Stck Items frms has been extended with the UOM clumn. If an alternate ID has the crss-reference unit f measure specified in this clumn, this unit f measure (UOM) will be used in any dcument in which a user specifies the inventry item by using this alternate ID. If the alternate IDs have this clumn empty, then the default unit f measure (the sales unit f measure fr Accunts Receivable and Sales Orders dcuments, and the purchase unit f measure fr Accunts Payable and Purchase Orders dcuments) will be used in dcuments. em Crss- Calculating Discunts in Different Units f Measure The new Apply Quantity Discunts T bx has been added t the Discunt Applicatin sectin n the Price/Discunt Settings tab f the Accunts Receivable Preferences selected in this bx, the quantity discunts are applied t the base quantity in the selected, the system applies quantity discunts based n the quantity in the units f measure specified in the dcument line; free items are als added in the dcument line MYOB Advanced User Guide. The Sales Orders (SO ), Invices (SO ), Purchase Orders (PO ), Purchase Receipts (PO ), Invices and Mems (AR ), and Bills and Adjustments (AP ) frms have been extended with the Base Qty. clumn, which shws the quantity in the base UOM f the inventry item specified in the dcument line. Other User Interface Changes The fllwing changes have been made t the user interface: The Price/Discunt Settings tab added t the Accunts Payable Preferences frm (AP ). The Vendr Price Update bx has been mved frm the Purchase Orders Preferences frm (PO ) t the Accunts Payable Preferences frm. The Price Retentin sectin f settings has been mved frm the General Inf tab t the Price/Discunt Settings tab f the Accunts Payable Preferences frm. The Ignre Line Discunts if the Custmer-Specific Price is Available check bx n the Accunts Receivable Preferences frm (AR ) has been replaced with the Apply Line Discunts t Prices Specific T grup f check bxes. By selecting r clearing these check bxes, the user can specify whether the system shuld apply line discunts t prices specific t the custmer r t the custmer price class. The Apply Line Discunt T setting n the Accunts Receivable Preferences frm has been renamed t Line Discunt Basis. MYOB Advanced Release Ntes Page 13 f 141

14 Advanced Prcessing f Sales Orders Invices Distributin In MYOB Advanced , a new Advanced SO Invices feature has been added t the Enable/Disable Features frm (CS ) (listed in the Advanced Distributin grup). With this feature enabled, a user can add stck items directly t a Sales Orders invice withut creating and prcessing an assciated sales rder and shipment. T an advanced SO invice, a user can add bth sale and return lines. T reflect inventry mvements, a user can link a sale line t an pened line f the sales rder, and link a return line t the riginal sales invice. The system updates inventry when a user releases such an advanced Sales Orders invice (which can be created withut prcessing a shipment). The Advanced SO Invices feature is t be used with external POS (pint f sale) system integratin t simplify the prcessing f direct sales. Fr mre infrmatin, see Pint-f-Sale Integratin. Stck Items in Sales Orders Invices If the Advanced SO Invices feature is enabled, when a user enters a dcument f any type n the Invices frm (SO ), the user can nw add lines with stck items n the Dcument Details tab. A sale line can be linked t a sales rder r nt linked t any sales rder. A return line can be linked t the riginal sales invice. In dcuments f the Invice and Credit Mem type created n this frm, a user can enter psitive and negative quantities (see the screensht belw). Thus, the user can prcess the sale and return f stck items in ne invice. When the system creates a batch f General Ledger transactins fr the invice, lines with negative quantities are prcessed as lines f the reversing dcuments. Inventry Update frm a Sales Orders Invice When a Sales Orders invice is released, the system nw generates an IN issue dcument and updates the inventry. If a stck item line in the Sales Orders invice is linked t a sales rder, the system als creates an autmatically generated shipment line, which can be reviewed n the Shipments tab f the Sales Orders frm (SO ). MYOB Advanced Release Ntes Page 14 f 141

15 Changes t the User Interface The fllwing changes has been intrduced t the Invices frm (SO ): New clumns have been added t the Dcument Details tab: Distributin Warehuse and Lcatin: If the Multiple Warehuses r Multiple Lcatins feature is enabled n the Enable/Disable Features frm (CS ), these clumns are required fr Sales Orders invice lines with stck items. If the user enters a Sales Orders invice directly n the Invices frm (SO ), this clumn is available fr use. Fr Sales Orders invices prepared frm shipments and sales rders, the system fills in this clumn autmatically. Lt/Serial Nbr. and Expiratin Date: If the Lt and Serial Tracking feature is enabled n the Enable/Disable Features frm, these clumns are required fr Sales Orders invice lines with lt- r serial-tracked stck items. Inventry Ref. Nbr.: This clumn shws a link t the crrespnding IN issue that updated the inventry. Orig. Inv. Nbr. and Orig. Inv. Line Nbr: Fr the return lines, in this clumn, the system fills in a link t the riginal invice and the line number. Fr the dcuments f the Credit Mem type, the Applicatins tab has been added. Quick Order Prcessing In MYOB Advanced , users can prcess an rder in ne click: the sequence f standard rder prcessing actins is managed and launched frm a single dialg bx. The system perfrms selected steps and keeps the user infrmed n each step cmpletin and utcme. Users can enable quick prcessing and cnfigure the list f actins selected by default fr all rder types, except fr rder types that are based n the qute and RMA rder autmatin behaviurs. MYOB Advanced Release Ntes Page 15 f 141

16 Quick Prcessing Setup Distributin Users enable the quick prcessing fr an rder type by selecting the Allw Quick Prcess check bx n the Template Settings tab n the Order Types frm (SO ). The Quick Prcess Settings tab becmes visible n the frm. MYOB Advanced Release Ntes Page 16 f 141

17 Distributin On the Quick Prcess Settings tab prcessing actins eligible fr this type are listed. Users specify actins they want t be perfrmed by default by selecting crrespnding check bxes. The list f selected actins can be adjusted fr each rder prcessed. Quickly Prcessing an Order After users have cmpleted the setup, the system will display the Quick Prcess buttn n the Sales Orders frm (SO ). Users can click the buttn fr rders with the Open status, and the Prcess Order dialg bx is displayed: MYOB Advanced Release Ntes Page 17 f 141

18 Distributin In the dialg bx, users can change the shipment date if needed. The system will validate items availability fr the specified date and display the result in the Availability sectin f the dialg bx. In the fllwing sectins, users can adjust the list f prcessing steps t be perfrmed by selecting r clearing crrespnding check bxes. Nte: The system will warn users if printing and ing preferences f the selected custmer differ frm the cnfigured prcessing flw. After reviewing the prcessing details, users click OK and the system launches prcessing f the rder. During the prcessing the system ntifies a user abut each step cmpletin and utcme. MYOB Advanced Release Ntes Page 18 f 141

19 Distributin After prcessing is cmplete users can view created dcuments by clicking dcument identifiers and send fr printing prepared frms by clicking a crrespnding frm name. The system will pen each link in a new tab, s users can easily return t the prcessing results. The quick rder prcessing is mstly intended fr use by pints f sales with a single warehuse. Therefre, if a sales rder cntains items lcated in the different warehuses, users will need t run the quick prcessing fr each warehuse. The next run f the quick prcessing fr such a sales rder is available after the shipment frm the previus prcessing is cmpleted. Als, the sales rder lines that are marked fr PO will nt be prcessed, as creatin f a purchase rder is nt included. Retainage in Purchase Orders A new Retainage Supprt feature has been added t the Enable/Disable Features frm (CS ) (listed in the Advanced Financials grup f features). When this feature is enabled, the user can specify the retainage amunt in a purchase rder; when the Accunts Payable bill is created based n this rder, the system will specify the retainage settings in the bill based n the purchase rder settings. Fr the cmplete descriptin f prcessing retains in Accunts Payable bills, see Finance: Retainage in Accunts Payable Bills and Accunts Receivable Invices. Nte: The Retainage Supprt feature in Purchase Orders currently des nt supprt multi-currency, grup discunts, and dcument discunts. MYOB Advanced Release Ntes Page 19 f 141

20 Defining the Retainage Amunt in a Purchase Order Distributin When entering a purchase rder n the Purchase Orders frm (PO ), a user can select the Apply Retainage check bx n the Other Infrmatin tab t indicate that the purchase rder is subject t retainage. The dcument-level retainage percent, which is used by default in purchase rder lines, is specified in the Retainage Percent bx. (See the fllwing screensht.) MYOB Advanced Release Ntes Page 20 f 141

21 Distributin If needed, the user can verride the Retainage Percent r Retainage Amunt value f the purchase rder in individual purchase rder lines, as shwn in the fllwing screensht: When an Accunts Payable bill is prepared n the Bills and Adjustments frm (AP ) fr the purchase rder, the retainage settings are cpied frm the purchase rder t the bill as fllws: The dcument-level retainage percent is cpied frm the purchase rder summary t bill summary. The line-level retainage percentages are cpied frm the purchase rder lines t the bill lines. The line-level retained amunts are cpied frm the purchase rder lines that have been billed in full. Fr the purchase rder lines that have been billed partially, the retained amunts in the bill are recalculated prprtinally. The line amunts are recalculated n bill creatin and are nt cpied frm the purchase rder. User Interface Changes in the Purchase Orders Mdule Fr the purchase rders f the Nrmal, Blanket, and Standard types, an Apply Retainage check bx has been added t the Other Infrmatin tab f the Purchase Orders frm (PO ). If this check bx is selected, the purchase rder is subject t retainage and the fllwing UI elements appear n the frm: The Retainage Percent bx n the Other Infrmatin tab: The retainage percent specified in this bx is applied t all newly added purchase rder lines. The Retainage Percent and Retainage Amunt clumns n the Dcument Details tab: In these clumns, users specify the retainage settings fr purchase rder lines. The Retainage Ttal bx in the Summary area f the frm: This is the ttal retainage amunt fr the purchase rder. This bx is shwn fr nly purchase rders that are subject t retainage. MYOB Advanced Release Ntes Page 21 f 141

22 Dcumentatin The Retained Taxable and Retained Tax clumns n the Tax Details tab: In these clumns, users specify the taxes calculated n retainage amunt. The Retained Discunt clumn n the Discunt Details tab: This clumn shws the part f the discunt that is deducted frm the retained amunt. If the Purchase Order reprt (PO ) is prepared fr a purchase rder that is subject t retainage, the reprt nw displays a line with the ttal retainage amunt. Dcumentatin Help in the Mdern UI and Structural Changes In the new UI intrduced in MYOB Advanced , the Help mdule has been redesigned s that users can easily find required tpics. Additinally, changes in the Help structure have been made that prvide users with mre infrmatin abut the system and make Help mre cnvenient t use. Help in the Mdern UI In the mdern user interface f MYOB Advanced, users can click the Help buttn ( ) t view relevant Help infrmatin. The specific Help infrmatin users view depends n the item displayed in the wrking area when users click this buttn, as fllws: If the wrking area is displaying a dashbard r a frm ther than a data entry frm r mass- prcessing frm (because frms f types ther than data entry and mass prcessing are nt described in dcumentatin), the Help dashbard, which cntains cards with descriptins f guides and links t them, appears ver the wrking area. If the wrking area is displaying an MYOB Advanced frm, the Help menu specific t this frm appears ver the wrking area. The Help menu cntains links t the cnceptual, prcedural, and reference tpics that are related t the frm. If the wrking area is displaying a reprt, the reference tpic that describes this reprt appears ver the wrking area. The Help menu cvers part f the wrking area. Users can cme back t the page that had been displayed in the wrking area by clicking the Help buttn again. The Help dashbard and Help tpics are pened in separate tabs f a brwser. If users want t pen the Help dashbard and Help tpics ver the wrking area, they shuld press Ctrl and click the Help buttn. The Help dashbard is the main navigatin page f MYOB Advanced dcumentatin (see the fllwing screensht). Custm wikis can be added t the Help dashbard, as described in the fllwing sectin. MYOB Advanced Release Ntes Page 22 f 141

23 Dcumentatin Tpic View buttn 2. Guide card 3. Explre buttn 4. Clse Help buttn By clicking the Tpic View buttn, users switch frm the Help dashbard t a Help tpic. The Help tpic that a user last viewed in the current sessin is displayed. The guide card is the card that cntains a descriptin f each guide. By clicking the Explre buttn n the guide card, users pen the guide. In the frm-specific Help menu, yu can see links t Help tpics that are related t the frm (see the fllwing screensht). The menu pane partially verlaps the wrking area. MYOB Advanced Release Ntes Page 23 f 141

24 Dcumentatin MYOB Advanced Interface Guide. Additin f Custm Wikis t the Help Dashbard If custm wikis have been created, users may want t add links t these wikis t the Help dashbard in the mdern UI. T d this, users shuld perfrm the fllwing steps n the Wiki frm (SM ): 1. In the Mdern UI sectin f the Summary area, d the fllwing: a. Select the Shw n Help Dashbard check bx t display a card fr the selected wiki n the Help dashbard. b. In the Sequence bx, specify the whle r decimal number that defines the sequential psitin f the wiki n the Help dashbard. Nte: The MYOB Advanced system desn't verify the sequence number that is specified fr each wiki. We recmmend that different sequence numbers be used fr different wikis t avid errrs. c. In the Default Article bx, select the article t be displayed by default when a user clicks Explre n the wiki card n the Help dashbard. 2. On the Wiki Settings tab, in the Dashbard Descriptin bx, type an explanatin f the cntent f the wiki, which will be used n the wiki card n the Help dashbard. The descriptin bx allws yu t enter 255 characters, but we recmmend that n mre than 160 characters be entered s that the descriptin fits the wiki card displayed n the Help dashbard. 3. In the Classic UI sectin f the Summary area, d the fllwing: a. In the Site Map Lcatin bx, select the nde f the site map in which the wiki will be lcated. b. In the Site Map Title bx, type the title f wiki n the site map. 4. On the frm tlbar, click Save. MYOB Advanced Release Ntes Page 24 f 141

25 Changes in Help Structure The fllwing changes have been made t the Help structure: Dcumentatin The Quick Guides wiki, which prvides rle-based tutrials, has been added. By using these tutrials, users will learn hw t perfrm particular tasks in the system. A separate wiki has been created fr the Reprt Designer Guide (which previusly was lcated in the User Guide). Users nw can easily find Help tpics related t Reprt Designer. The API Reference chapter has been remved frm the MYOB Advanced chapters f the MYOB Advanced Framewrk Guide, and in the new API Reference, which is available n the dcumentatin prtal. (The API Reference is nt available in the built-in Help f MYOB Advanced.) The API Reference includes detailed reference infrmatin n the API prvided in PX.Data.dll, and describes selected namespaces f PX.BulkInsert.dll, PX.DbServices.dll, PX.CCPrcessingBase.dll, PX.PushNtificatins.dll, and PX.Objects.dll. Help tpics describing the Service Management mdule have been added t the User Guide. MYOB Advanced Release Ntes Page 25 f 141

26 Finance Finance Ability t Clse Tax Perids by Cmpany A significant imprvement has been implemented in the Taxes mdule. Nw multiple branches that represent legal entities and use the same tenant in MYOB Advanced can cnfigure their wn tax perids and clse the perids independently f ne anther. T supprt the functinality f preparing tax reprts and clsing tax perids by cmpany, the fllwing changes have been made in the prduct: On the Tax Agency Settings tab f the Vendrs frm (AP ), the Reprting Perid Type bx was renamed t Default Tax Perid Type. In this bx, users nw can specify a default tax perid fr the selected tax agency which can be verridden fr a particular cmpany. The fllwing ptins are nw available in this bx: Half a Mnth, Mnth, Tw Mnths, Quarter, Half a Year, Year, and Financial Perid. The new Tax Perids frm (TX ), shwn in the fllwing screensht, has been added t the Taxes mdule. Users f a cmpany can use the frm t specify a tax year structure that differs frm the default ne set fr a tax agency in the Default Tax Perid Type bx n the Vendrs frm. On the Tax Perids frm, users can change the perid type r the end date fr the selected tax year, review the tax perids f the current and past tax years, and view the net tax amunt (if any) fr each tax perid. MYOB Advanced Release Ntes Page 26 f 141

27 Finance On the Release Tax Reprt (TX ) frm, users can clse a tax perid fr the selected legal entity nly. Apprval f Outging Cash Transactins Every cash utflw might require apprval, and the previus prduct functinality gave users the ability t apprve cash transactins. With the new functinality, users can als apprve the fllwing dcuments: In the Accunts Payable mdule: Checks Prepayments Quick checks In the Accunts Receivable mdule: Cnfiguratin Custmer refunds Cash returns Fr a site t implement the apprval f cash utflws, the fllwing cnditins must be met: 1. Apprvals must be available in MYOB Advanced. That is, the Apprval Wrkflw feature (fund under Mnitring & Autmatin) must be activated n the Enable/Disable Features frm (CS ). 2. Apprval maps must be created fr each dcument type t be apprved. (Checks and prepayments can share the same apprval map if they are created n the same data entry frm.) MYOB Advanced Release Ntes Page 27 f 141

28 Finance 3. Apprval maps must be assigned t the applicable dcument types n the Apprval tab f the Accunts Payable Preferences frm (AP ), as shwn in the fllwing screensht. Als, apprval maps shuld be assigned t the applicable dcument types n the Accunts Receivable Preferences frm (AR ), as shwn in the fllwing screensht. Users can nw activate r deactivate apprvals fr each dcument type independently, as described in the next sectin. Als, users may want t assign ntificatin templates t each dcument type. Based n these templates, users wh are assigned t perfrm apprvals will receive ntificatin messages abut dcuments that are ready fr apprval r rejectin. Users can use predefined templates, mdify them, r prepare their wn templates. Usage If apprvals are activated, the fllwing frms will have the Apprval Details tab that is new t this versin f MYOB Advanced: Checks and Payments (AP ) Quick Checks (AP ) Payments and Applicatins (AR ) Cash Sales (AR ) On each f these frms, the new menu cmmands Apprve and Reject are available n the Actins menu. MYOB Advanced Release Ntes Page 28 f 141

29 Finance When a dcument that requires apprval is taken ff hld (that is, when the Hld check bx is cleared n the frm used t create the dcument), the dcument is assigned the Pending Apprval status and an apprval request is sent t the emplyee specified in the applicable apprval map. Once the dcument has been cmpletely apprved by all assigned emplyees, it is assigned the Balanced (r Pending Print, if the payment methd requires printing f checks r prcessing f batch payments) status, and its prcessing may be cntinued as usual. Rejected dcuments may be put n hld, edited, r deleted. On the Prepare Payments frm (AP ), users can apply payments t dcuments that are displayed n the Dcuments t Pay tab. T the table n this tab, the system lads dcuments based n the criteria specified in the selectin area. Hwever, users can select manually any pen bill that is nt used in any unreleased payments. Dcuments t which payments with Rejected status has been applied are displayed n the new Exceptins tab, as shwn in the screensht belw. Payments cannt be applied t these dcuments even thugh they are nt yet clsed. Users can use this tab t review and prcess the dcuments with rejected payments. Enhancements f Custmer Statement Prcessing The prcessing f statements has been enhanced in MYOB Advanced The fllwing changes have been made, as described belw: A statement can nw be prepared n the last day f the financial perid r n a specific day f the week. The ability t generate statements f the Open Item type n demand has been added. The ability t select the scheduled date fr statement preparatin has been added t the Prepare Statements frm (AR ). Outstanding dcuments can nw be aged based n their dcument dates and aged by using financial perids. The ability t edit the aging perid descriptins that are printed n the Custmer Statement reprt (AR ) has been added. It is nw pssible t nt print r statements that have n details. Messages can nw be added t statement reprts. Additinal details (such as a branch lg and address) have been added t the Custmer Statement (AR ) and Custmer Statement MC (AR ) reprts. Issues with incrrect calculatin f statement balance have been fixed. MYOB Advanced Release Ntes Page 29 f 141

30 Finance Enhanced Schedule Optins f the Statement Preparatin Prcess Nw it is pssible t prepare a statement n the last day f the financial perid r n the specific day f the week. On the Statement Cycles (AR202800) frm, the fllwing ptins have been added t the Schedule Type bx (which was the Prepare On bx in previus versins f MYOB Advanced): End f Financial Perid: Statements will be prepared n the last day f the financial perid. With this schedule type selected, the system uses the end date f a financial perid specified in the End Date clumn n the Financial Perids frm (GL ) as the day n which statements shuld be prepared. Weekly: Statements will be prepared n the specific day f the week. With this schedule type selected, the Day f Week bx appears n the Statement Cycles frm. In this bx, a user selects the day n which statements shuld be prepared. On-Demand Statement Preparatin The new Generate Statement n Demand menu cmmand has been added t the Actins menu n the Custmers frm (AR ), s that a user can prepare a statement n any date fr a custmer with the Open Item statement type selected n the Billing Settings tab f the frm. When the user invkes this actin, the Generate On-Demand Statement dialg bx pens. In the Statement Date bx, the user selects the date n which the statement will be generated (see the fllwing screensht). Users can print n-demand statements in ne f the fllwing ways: By clicking the Print Statement buttn n the Custmer Statement Histry (AR ) frm. By selecting the Print Statement actin and prcessing selected statements n the Print Statements (AR ) frm. By invking the Custmer Statement reprt frm the Custmers frm (AR ) and clicking Print. T give users the ability t view statements that were prepared n-demand alng with scheduled statements, ne can select the Include On-Demand Statements check bx, which has been added t the Selectin area f the Statement Histry Summary frm (AR ): MYOB Advanced Release Ntes Page 30 f 141

31 Finance Als, the On-Demand Statement clumn has been added t the tables n the Custmer Statement Histry (AR ) and Statement Histry Details (AR ) frms. If this check bx is selected, it indicates that the statement in the rw was generated n demand. The date when each statement was generated is displayed in the Prepared On clumn: Scheduled Date f Statement Preparatin On the Prepare Statements frm (AR ), a new Prepare Fr bx has been added: In the Prepare Fr bx, users can select the date fr which statements will be prepared n the frm instead f changing the business date. All statement cycles that have a Next Statement Date that is befre r the same as the Prepare Fr date are laded t the table alng with the newly created statement cycles with blank next statement dates. Thus, users can prepare the statements in advance withut tuching the business date, which is imprtant because a nn-actual business date culd affect their data entry and ther prcesses. The default value is the current business date. MYOB Advanced Release Ntes Page 31 f 141

32 Aging f Outstanding Dcuments Optins Finance T prvide the ability t age utstanding dcuments by using the financial perids, the Use Financial Perids fr Aging check bx has been added t the Aging Settings sectin f the Statement Cycles frm (AR ). With this check bx selected, the system generates custmer statements and aging reprts with aging brken dwn int financial perids. In additin t aging utstanding dcuments based n their due date, a user can nw age utstanding dcuments based n their dcument date by using the new Age Based On bx, which was added t the Statement Cycles frm. In this bx, a user can d ne f the fllwing: If the utstanding dcuments need t be aged based n their due date, select the Due Date ptin. (This ptin is the default ptin). If the utstanding dcuments need t be aged based n their dcument date, select the Dcument Date ptin. Edited Aging Descriptins in Custmer Statement Reprts If users edit the descriptins f the aging perids in the Descriptin bx f the Statement Cycles frm (AR ), the descriptins nw will be printed in the custmer statement reprts. Statement Printing Optins It is nw pssible nt t print r sent by statements f the Open Items type with n pen dcuments, and statements f the Balance Brught Frward type with n activity in the perid and zer balance n the previus statement. A Print Empty Statements check bx has been added t the Statement Cycles frm: MYOB Advanced Release Ntes Page 32 f 141

33 Finance If a user des nt want the statements with n details t be printed, this check bx must be unselected fr statement cycles n the Statement Cycles frm. After the prcess f preparing the statement, users can view these statements with the Dn't Print and Dn't check bxes selected n the Statement Histry Details, Custmer Statement Histry, and Print Statements frms. Messages n Custmer Statements Nw a user can add any message t custmer statements by typing it in the Message bx n the Print Statements frm (AR ). The same message will be printed n all statements. The message will be printed n the first page f each custmer statement. Enhancements f Custmer Statement Reprts The Custmer Statement (AR ) and Custmer Statement MC (AR ) reprts have been mdified and nw include the fllwing infrmatin: The lg f the branch The cmpany name (instead f the branch name) that is specified n the Branches frm (CS ) Branch and custmer s (if specified) Branch tax registratin ID (if specified) These changes allw using ut f the bx reprt by mst f the cmpanies. Yu can see the changes in red n the fllwing screensht. MYOB Advanced Release Ntes Page 33 f 141

34 Finance Nte: If a user has custmized the Custmer Statements (AR ) and Custmer Statements MC (AR ) reprts, these reprts will nt wrk after the upgrade. The user shuld custmize the new versin f the reprts. Fixes f Calculatin Issues in Statements Nw the system crrectly calculates the balances f Balance Brught Frward statements if either f the fllwing is true: Dcuments included in the statement have applicatins with cash discunts, write-ffs, r realized gains r lsses. (Statements als display infrmatin n these applicatins.) The Cnslidate Statements fr All Branches check bx is nt selected n the Accunts Receivable Preferences frm (AR ) and a payment is applied t an invice that was created in the branch that is different frm the branch f the payment. The Multi-Currency Statements check bx is selected fr a custmer n the Custmers frm and a payment r payments applied t dcuments in anther currency are included t the statement. Als, the system crrectly calculates the balances f the Open Item statements if the statements have been generated after sme payments frm the next statement perid have been applied t the invices included int the current statement. MYOB Advanced Release Ntes Page 34 f 141

35 Migratin Mde in the Accunts Payable and Accunts Receivable Mdules Finance With new system functinality, users can migrate histrical data frm a legacy system t MYOB Advanced. A user can nw turn n migratin mde n the Accunts Payable Preferences (AP ) and Accunts Receivable Preferences (AR ) frms and then lad Accunts Payable and Accunts Receivable dcuments with their pen balances, riginal amunts, and dates withut affecting the general ledger. On release f thse dcuments, the system will update nly vendr r custmer balances but will nt pst transactins t the General Ledger mdule. T prvide the ability t activate migratin mde fr Accunts Payable and Accunts Receivable dcuments, the new Activate Migratin Mde check bx has been added t the Psting Settings sectin f the Accunts Payable Preferences and Accunts Receivable Preferences frms, as shwn in the fllwing screensht. With migratin mde activated, a user can imprt r manually enter dcuments f the fllwing types: Invice, Debit Mem, and Credit Mem n the Invices and Mems frm (AR ) Payment, Prepayment and Custmer Refund n the Payments and Applicatins frm (AR ) Cash Sales and Cash Return n the Cash Sales frm (AR ) Bill, Debit Adjustment, and Credit Adjustment n the Bills and Adjustments frm (AP ) Check, Prepayment, and Vendr Refund n the Checks and Payments frm (AP ) Quick Check n the Quick Checks frm (AR ) Fr a migrated dcument, n the Financial Details tab f the dcument entry frm (such MYOB Advanced Release Ntes Page 35 f 141

36 Finance When migratin mde is deactivated, the migrated dcuments are available fr regular prcessing. Fr mre infrmatin abut migratin mde in the Accunts Payable and Accunts Receivable mdules, see the Accunts Payable and Accunts Receivable mdules in the User Guide. Pay-t Vendr Relatins MYOB Advanced nw gives users the ability t set up the prcess f purchasing gds r services frm ne vendr and paying fr thse gds r services t anther vendr. Fr example, in a cmpany that cnsists f multiple branches (such as crprate chain stres) where a crprate head ffice pays all external bills, a branch (stre) that is using MYOB Advanced rders and is supplied gds frm an external vendr but pays fr the supplied gds t its crprate ffice. Setup f Vendr Relatins In the system, the fllwing vendr rles can be defined fr vendrs: Supplied-by Vendr: A vendr that supplies gds r services (fr example, an external vendr that supplies gds t a stre) Pay-t Vendr: A vendr t which payments shuld be made (fr example, a crprate ffice that pays fr all gds r services supplied t its stres, and t which a stre shuld make a payment) In MYOB Advanced, a user sets up these vendr relatins in the Accunts Payable mdule n the Vendrs frm (AP ). Fr each vendr that will functin as a supplied-by vendr, n the Payment Settings tab f the Vendrs frm, a user specifies the pay-t vendr (fr example, a crprate ffice) in the new Pay-t Vendr bx. MYOB Advanced Release Ntes Page 36 f 141

37 Purchase Order and Receipt Prcessing with Relatins Set Up Finance With vendr relatins set up, when a user creates a purchase rder r a purchase receipt in which a supplied-by vendr is specified in the Vendr bx, the system inserts int this dcument the pay-t vendr defined in the settings f the supplied-by vendr. The user can change the pay-t vendr, if needed. Once the purchase rder r purchase receipt is released, the pay-t vendr cannt be changed and will be used in the assciated bill. When a user clicks Actins > Enter AP Bill n the Purchase Orders frm (PO ) r Purchase Receipts frm (PO ), the system creates an Accunts Payable bill based n the current purchase rder r purchase receipt. The bill has all the details cpied frm the initial dcument except fr the vendr specified in the Vendr bx. Reprts Affected by Vendr Relatins The fllwing reprts have been mdified t display bth the supplied-by vendr and the pay-t vendr. These reprts have a new area with the data gruped by pay-t vendr: AP Balance by Accunt (AP ) AP Balance by Vendr (AP ) AP Balance by Vendr MC (AP ) AP Aged Past Due (AP ) AP Aged Past Due MC (AP ) AP Aged Outstanding (AP ) AP Aged Outstanding MC (AP ) AP Aged Perid Sensitive (AP ) Bills Pending Payment (AP ) Bills Pending Apprval (AP ) Payments Pending Prcessing (AP ) Checks Pending Printing (AP ) AP Edit (AP ) AP Edit Detailed (AP ) The fllwing reprts have the new Supplied-by Vendr and Supplied-by Vendr Name clumns: Check Frm with Remittance (AP ) Additinal Remittance Frm (AP ) Vendr Details (AP ) Purchase Order (PO ) Purchase Order Details by Vendr (PO ) Purchase Receipt Details by Vendr (PO ) Purchase Receipt Billing Details (PO ) MYOB Advanced Release Ntes Page 37 f 141

38 Purchase Receipt Accrual Details (PO ) Finance Nte: If vendr relatins are nt set up, thse reprts display the regular vendr nly. Fr mre infrmatin abut the vendr relatins functinality, see the Accunts Payable > Overview > Managing Vendr Relatins tpic in the User Guide. Nte: This functinality is available nly if the Vendr Relatins feature is enabled n the Enable/Disable Features (CS ) frm. Changes in Names f Deferred Revenue Reprts Reprts f the Deferred Revenue mdule have been renamed; the new names are shrter and clearer that the ld names. Matching between ld and new reprt names can be fund in the fllwing table. Reprt ID Old Name New Name DR Deferred Revenue Balance by Custmer DR Balance by Custmer DR Deferred Revenue Balance by Cmpnent DR Balance by Cmpnent DR Deferred Expense Balance by Vendr DE Balance by Vendr DR Deferred Expense Balance by Cmpnent DE Balance by Cmpnent DR DR Prjectin by Accunt DR Prjected Balance by Accunt DR DR Prjectin by Custmer DR DR Prjectin by Cmpnent DR DR Recgnitin Prjectin by Accunt DR DR Recgnitin Prjectin by Custmer DR DR Recgnitin Prjectin by Cmpnent DR Prjected Balance by Custmer DR Prjected Balance by Cmpnent DR Prjected Recgnitin by Accunt DR Prjected Recgnitin by Custmer DR Prjected Recgnitin by Cmpnent DR DE Prjectin by Accunt DE Prjected Balance by Accunt DR DE Prjectin by Vendr DE Prjected Balance by Vendr DR DE Prjectin by Cmpnent DE Prjected Balance by Cmpnent DR DE Recgnitin Prjectin by Accunt DE Prjected Recgnitin by Accunt DR DE Recgnitin Prjectin by Vendr DE Prjected Recgnitin by Vendr DR DE Recgnitin Prjectin by Cmpnent DE Prjected Recgnitin by Cmpnent DR Revenue Recgnized by Accunt DR Recgnitin by Accunt DR Revenue Recgnized by Custmer DR Revenue Recgnized by Cmpnent DR Recgnitin by Custmer DR Recgnitin by Cmpnent DR Expenses Recgnized by Accunt DE Recgnitin by Accunt DR Expenses Recgnized by Vendr DE Recgnitin by Vendr MYOB Advanced Release Ntes Page 38 f 141

39 Finance DR Expenses Recgnized by Cmpnent DE Recgnitin by Cmpnent Frmulas fr Descriptins in Cntract Invices In previus versins f MYOB Advanced, invice descriptins and line descriptins in cntract invices were predefined in the cde; therefre, these descriptins culd nt be mdified accrding t user requirements. In versin , users can custmize the descriptins by using frmulas and translate frmula elements int the required languages. New Invice Descriptin and Line Descriptin bxes have been added t the Summary tab f the Cntract Templates (CT ) and Custmer Cntracts (CT ) frms (see the fllwing screenshts). In these bxes, users can specify the frmulas fr invice and line descriptins by using the standard frmula editr. MYOB Advanced Release Ntes Page 39 f 141

40 Finance Nte: On the Custmer Cntracts frm, the new bxes are available fr editing nly when the Enable Overriding Frmulas in Cntracts check bx is selected n the Cntract Templates frm. In a frmula fr an invice descriptin, the entities listed in the fllwing table can be used. Entity Values Descriptin Parameters ActinInvice This parameter returns a cntract actin which caused the invice generatin. Pssible values are the fllwing: Cntract Activatin Cntract Setup Cntract Upgrade Cntract Billing Cntract Renewal Cntract Terminatin Activate/Renew Setup Setup Upgrade Upgrade Activatin Operatins Functins All standard peratins All standard functins MYOB Advanced Release Ntes Page 40 f 141

41 Finance Objects Cntract CntractTemplate Custmer Lcatin CntractBillingSchedule AccessInf In a frmula fr a line descriptin, the entities listed in the fllwing table can be used. Entity Values Descriptin Parameters Prefix One f the fllwing prefixes will be returned: Prepaid Included Overused Included Usage Prepaid Usage ActinItem This parameter returns a cntract actin which caused the invice generatin. Pssible values are the fllwing: Cntract Activatin Cntract Setup Cntract Upgrade Cntract Billing Cntract Renewal Cntract Terminatin Activate/Renew Setup Setup Upgrade Upgrade Activatin Operatins Functins All standard peratins All standard functins Objects Cntract Custmer CntractItem InventryItem PMTran CntractDetail CntractBillingSchedule UsageData AccessInf The Usage(PMTran) bject can be used nly fr cntracts with the Detailed billing frmat. If this bject is used in a cntract with the Summary billing frmat, the frmula will be ignred by the system. MYOB Advanced Release Ntes Page 41 f 141

42 Runding Settings fr Currencies Finance In MYOB Advanced , the Invice Runding feature has been enhanced and nw a capability t rund amunts in Accunts Payable and Accunts Receivable dcuments by using the settings specified fr the dcument currency has been added. Thus, invices issued in different currencies can be runded by different rules. T cnfigure currency-specific runding settings: 1. On the Enable/Disable Features frm (CS ), make sure that the Invice Runding feature is enabled. 2. Make sure that the required currencies are defined in the system. 3. On the Currencies frm (CM ), select the currency fr which yu need t specify runding settings. 4. On the new Runding Settings tab (see the fllwing screensht), specify the necessary runding settings. Nte: The Runding Settings tab appears n the Currencies frm nly when the Invice Runding feature n the Enable/Disable Features frm is enabled. Nte: Fr a base currency, the system uses the runding rules specified n the Accunts Payable Preferences frm (AP ) fr Accunts Payable dcuments and the Accunts Receivable Preferences frm (AR ) fr Accunts Receivable dcuments. Users cannt verride these rules. MYOB Advanced Release Ntes Page 42 f 141

43 Finance Retainage in Accunts Payable Bills and Accunts Receivable Invices MYOB Advanced intrduces the new Retainage Supprt feature. On the Enable/Disable Features (CS ) frm, this feature is listed under Advanced Financials. With this feature enabled, it is pssible t retain part f the amunt f Accunts Payable bills and Accunts Receivable invices. Nte: The Retainage Supprt feature in the Accunts Receivable and Accunts Payable mdules currently des nt supprt multi-currency, grup discunts, and dcument discunts. Retainage in Accunts Payable Bills T assure that a vendr will satisfy its bligatins and cmplete a prject, yur cmpany can retain a part f a bill amunt until the necessary wrk is cmplete and pay the retained amunt when all the terms f the agreement are met. When entering the bill n the Bills and Adjustments frm (AP ), a user can select the Apply Retainage check bx in the Summary area t indicate that a part f the bill amunt is retained n the Retainage Payable accunt until the user releases the retainage fr payment. The user specifies the dcument-level retainage percent, which is used by default fr all lines f the bill, in the Default Retainage Percent bx n the Retainage tab. (See the fllwing screensht.) The user can specify the value manually in the Default Retainage Percent bx; the bx is filled in by default if a value has been specified fr the selected vendr in the Retainage Percent bx n the Vendrs frm (AP ). (The default vendr value can be verridden.) MYOB Advanced Release Ntes Page 43 f 141

44 Finance Als, if needed, the user can verride the Retainage Percent value in particular lines f the bill, as shwn in the fllwing screensht: The ttal amunt f the bill is calculated as the sum f the amunts f each line; the amunt f each line is calculated as Ext. Cst Discunt Amunt Retainage Amunt. When a user releases a bill with a retained amunt, the ttal amunt f the bill credits the Accunts Payable accunt and the retainage amunt (that is displayed in the Original Retainage bx n the Retainage tab) credits the Retainage Payable accunt specified in the bill (defaulted fr the vendr). T create a bill fr a retained amunt n the Bills and Adjustments frm, the user invkes the Release Retainage cmmand n the Actins menu. In the Release Retainage dialg bx that pens, the user specifies the percent f the retained amunt r the amunt t be released (see the screensht belw) and the reference number f the related vendr dcument (if necessary), and clicks Release. MYOB Advanced Release Ntes Page 44 f 141

45 Finance On the Bills and Adjustments frm, the created retainage bill pens (with the Retainage Bill check bx selected), as the fllwing screensht shws: When the retainage bill is released, the Retainage Payable accunt is debited and the Accunts Payable accunt is credited with the amunt f the released retainage bill. Fr mass creatin f retainage bills, the new Release AP Retainage frm (AP ) has been created (see the screensht belw). On this frm, the user can prepare retainage bills based n riginal bills that have a nnzer unreleased retainage. The user can cnfigure the system t autmatically release retainage bills generated n this frm by selecting the Autmatically Release Retainage Bills check bx n the Accunts Payable Preferences frm (AP ). Fr purchase rders with retained amunts, related Accunts Payable bills can be created. Changes n Frms in the Accunts Payable Mdule T give users the ability t specify retainage in Accunts Payable bills, the fllwing changes have been made in the prduct: On the Accunts Payable Preferences frm (AP ), the Retainage Settings sectin has been added n the General Settings tab, as shwn in the screensht belw. In this sectin, the fllwing check bxes have been added: The Retain Taxes check bx, which the user can select t cnfigure the system t retain taxes calculated n the retained amunt. The Autmatically Release Retainage Bills check bx, which the user can select t cnfigure the system t autmatically release retainage bills. The Require Single Prject per Dcument check bx, which the user can select t link all lines f Accunts Payable dcuments with the same prject specified by the user in the Summary area n the Bills and Adjustments frm (AP ). This check bx is available if the Prject Accunting feature is enabled n the Enable/Disable Features frm (CS ). MYOB Advanced Release Ntes Page 45 f 141

46 Finance On the GL Accunts tab f the Supplier Classes frm (AP ), the Retainage Payable Accunt and Retainage Payable Sub. bxes have been added, as shwn in the screensht belw. In these bxes, the accunt and subaccunt fr retained amunts can be specified fr the class, t prvide the default settings fr vendrs f the class. On the General Inf tab f the Vendrs frm (AP ), the Retainage Settings sectin has been added. In this sectin, the user can select the Apply Retainage check bx s that the system applies the same setting fr bills f the vendr; in the Retainage Percent bx, the user can als specify the default percent t be retained in bills fr the particular vendr. On the GL Accunts tab f the Vendrs frm, the accunt and subaccunt fr the selected vendr can be specified r changed in the Retainage Payable Accunt and Retainage Payable Sub. bxes. On the Vendr Lcatins frm (AP ), the Retainage Payable Accunt and Retainage Payable Sub. bxes have als been added. MYOB Advanced Release Ntes Page 46 f 141

47 Finance On the Bills and Adjustments frm, the Apply Retainage check bx has been added t the Summary area, as mentined. If this check bx is selected, the fllwing new elements are displayed n the frm: On the Dcument Details tab, the Retainage Percent and Retainage Amunt clumns On the Financial Details tab, the Retained Payable Accunt and Retained Payable Sub. Clumns On the Tax Details tab, the Retained Taxable and Retained Tax clumns (nly if the Retain Taxes check bx is selected n the Accunts Payable Preferences frm) The Retainage tab (which shws the details f retainage, including related retainage bills) On the GL Accunts tab f the Taxes frm (TX ), the Retainage Tax Claimable Accunt and Retainage Tax Claimable Subaccunt bxes have been added. They are available nly if the Retain Taxes check bx is selected n the Accunts Payable Preferences frm. The new Release AP Retainage frm (AP ) has been created. On the Prepare Payments frm (AP ), the Retainage Bill and Original Dcument clumns have been added. New elements related t the Retainage Supprt feature have been added t varius Accunts Payable reprts and inquiries. Retainage in Accunts Receivable Invices T assure that a wrk is dne in time and accrding t the agreement, a custmer can retain a part f an invice amunt until the necessary wrk is cmplete and pay the retained amunt when all the terms f the agreement are met. When entering the invice n the Invices and Mems frm (AR ), a user can select the Apply Retainage check bx in the Summary area t indicate that the selected custmer retains a part f the invice amunt. The dcument-level retainage percent, which is used by default in invice lines, is specified in the Default Retainage Percent bx n the Retainage tab. MYOB Advanced Release Ntes Page 47 f 141

48 Finance The user can specify the value manually in the Default Retainage Percent bx; the bx is filled in by default if a value has been specified fr the selected custmer n the Custmers frm (AR ). (The default custmer value can be verridden.) Als, if needed, the user can verride the Retainage Percent value f the invice in particular lines f the invice, as shwn in the fllwing screensht. The ttal amunt f the invice is calculated as the sum f the amunts f each line; the amunt f each line is calculated as Ext. Price - Discunt Amunt - Retainage Amunt. When a user releases an invice with a retained amunt, the ttal amunt f the invice debits the Accunts Receivable accunt and the retainage amunt (that is displayed in the Original Retainage bx n the Retainage tab) debits the Retainage Receivable accunt specified in the invice (defaulted fr the custmer) MYOB Advanced Release Ntes Page 48 f 141

49 Finance T create an invice fr the retained amunt, the user invkes the Release Retainage cmmand n the Actins menu. In the Release Retainage dialg bx that pens, the user specifies the percent f the retained amunt r the amunt t be released, and clicks Release. On the Invices and Mems frm, the created retainage invice (with the Retainage Invice check bx selected) pens, as the fllwing screensht shws. When the retainage invice is released, the Retainage Receivable accunt is credited and the Accunts Receivable accunt is debited with the amunt f the retainage invice. Fr mass creatin f retainage invices, the new Release AR Retainage frm (AR ) has been created. On this frm, the user can prepare retainage invices based n riginal invices that have a nnzer unreleased retainage. The user can cnfigure the system t autmatically release retainage invices generated n this frm by selecting the Autmatically Release Retainage Invices check bx n the Accunts Receivable Preferences frm (AR ). Changes n Frms in the Accunts Receivable Mdule T give users the ability t specify retainage in Accunts Receivable invices, the fllwing changes have been made t the prduct: On the Accunts Receivable Preferences frm (AR ), the Retainage Settings sectin has been added n the General Settings tab. In this sectin, a user can cnfigure the system t retain taxes calculated n the retained amunt (by selecting the Retain Taxes check bx) and t autmatically release retainage invices (by selecting the Autmatically Release Retainage Invices check bx). On the GL Accunts tab f the Custmer Classes frm (AR ), the Retainage Receivable Accunt and Retainage Receivable Sub. bxes have been added. In these bxes, the accunt and subaccunt fr retained amunts can be specified fr the class, t prvide the default settings fr custmers f the class. On the General Inf tab f the Custmers frm (AR ), the Retainage Settings sectin has been added. In this sectin, the user can select r clear the Apply Retainage check bx and specify default percent t be retained n the Invices and Mems frm (AR ) fr the particular custmer. MYOB Advanced Release Ntes Page 49 f 141

50 Finance On the GL Accunts tab f the Custmers frm, the accunt and subaccunt fr the particular custmer can be specified r changed in the Retainage Receivable Accunt and Retainage Receivable Sub. bxes. On the Custmer Lcatins frm (AR ), the Retainage Receivable Accunt and Retainage Receivable Sub. bxes have als been added. On the Invices and Mems frm (AR ), the Apply Retainage check bx has been added t the Summary area. If this check bx is selected, the fllwing new elements are displayed n the frm: On the Dcument Details tab, the Retainage Percent and Retainage Amunt clumns On the Financial Details tab, the Retained Receivable Accunt and Retained Receivable Sub. clumns On the Tax Details tab, the Retained Taxable and Retained Tax clumns (nly if the Retain Taxes check bx is selected n the Accunts Receivable Preferences frm) The Retainage tab (which shws the details f retainage, including related retainage invices) The new Release AR Retainage frm (AR ) has been created. On the GL Accunts tab f the Taxes frm (TX ), the Retainage Tax Payable Accunt and Retainage Tax Payable Subaccunt bxes have been added. They are available nly if the Retain Taxes check bx is selected n the Accunts Receivable Preferences frm. New elements related t the Retainage Supprt feature have been added t varius Accunts Receivable reprts and inquiries. Split Transactins It is nw pssible t split a transactin amunt during reclassificatin. Befre this implementatin, it was pssible nly t reclassify the whle amunt f the jurnal entry t anther accunt, subaccunt, r branch. Nw it is pssible t transfer a part f the amunt t anther accunt, subaccunt, r branch. T implement this functinality, changes have been made in the prduct, as defined in the remaining sectins f this tpic. Split Prcess On the Reclassify Transactins frm (GL ), t split the jurnal entry, a user clicks the line t be split and clicks the new Split buttn (shwn in the screensht belw). The system adds a new entry under the riginal ne. The riginal entry and each new entry are highlighted in bld during the split. In the new entry, the branch, accunt, and subaccunt are derived frm the riginal entry and can be changed. Fr each new entry, in the New Amunt clumn (als shwn in the screensht belw), the user specifies the amunt t be transferred frm the riginal entry t a new ne. Fr the riginal entry, in this clumn, the system calculates the remaining amunt based n MYOB Advanced Release Ntes Page 50 f 141

51 Finance the new amunts f new entries. The ttal amunt f new entries cannt be mre than the amunt f the riginal entry. Negative values can be specified in the New Amunt clumn; these amunts will be highlighted in red and will increase the amunt f the riginal entry (see the screensht belw). Additinally, the Icn clumn has been added, which displays icns s that the user can identify the split entry and the entries added during the split. The riginal entry has the fllwing icn: Each new line added during the split prcess has the icn. Other Changes On the Jurnal Transactins frm (GL ), the Remaining Reclass. Amunt clumn has been added, as shwn in the screensht belw. This clumn displays the amunt that is left fr a jurnal entry if a split prcess has been perfrmed. On the Reclassificatin Histry frm (GL ), the fllwing clumns have been added: Selected, Orig. Batch. Nbr., Actin, Remaining Reclass. Amunt, and Icn (see the screensht belw). In the unlabelled Selected clumn, a user selects the check bx fr each line t be reclassified. The Orig. Batch. Nbr. clumn displays the number f the batch fr which the reclassificatin transactin has been generated. The Actin clumn displays the actin that has been perfrmed fr the line: Split r Reclassificatin. The Icn clumn is hidden by default n this frm. MYOB Advanced Release Ntes Page 51 f 141

52 Finance Additinally, a Reclassificatin Histry buttn has been added t the frm tlbar. When a user clicks this buttn, a histry is displayed fr the selected line in the table. Ability t Vid Vendr and Custmer Refunds It is nw pssible t vid custmer r vendr refunds. T vid an existing custmer refund, a user pens the refund n the Payments and Applicatins frm (AR ) and clicks the new Vid buttn n the frm tlbar: The system creates the dcument f the Vided Refund type with a negative amunt. Fr the vided refund, the user can specify the applicatin date, perid, and descriptin, and then release the vided refund. The Vid buttn has als been added t the Checks and Payments frm (AP ) t make it pssible t vid a vendr refund. Mandatry Tax Agencies After upgrading, the Tax Agency field n the Taxes frm (TX ) becmes mandatry. Yu must specify a tax agency, as under the new rganisatin structure (see page 67), the jurisdictin fr taxes is determined frm the agency. MYOB Advanced Release Ntes Page 52 f 141

53 Organisatin Organisatin Handling f Obslete Attributes In MYOB Advanced, a set f attributes may be defined fr a particular class f entities, which may be set up n the Cntact & Lead Classes (CR ), Business Accunt Classes (CR ), Opprtunity Classes (CR ), Case Classes (CR ), Attributes (PM ), Emplyee Classes (EP ), Vendr Classes (AP ), Item Classes (IN ), Custmer Classes (AR ), r Cntract Templates (CT ) frms. The cmplete list f all attributes that may be used thrughut the system is maintained n the Attributes frm (CS ). On the Attributes tab f each entity class frm, an Active check bx has been added fr each attribute (see the screensht belw). This check bx indicates, if selected, that the attribute is available fr all entities f the class. A user can deactivate an bslete attribute fr a particular entity class by clearing the Active check bx. In this case, the deactivated attribute will n lnger be displayed fr entities f the class, but all attribute values that have already been specified fr existing entities still will be stred in the database. If a user decides t re-activate the attribute, its values will becme visible in the system again. Hwever, if it is nt necessary t preserve the data related t an bslete attribute, a user can deactivate the attribute and then delete it by using the Delete Rw buttn n the table tlbar. In this case, the attribute will be permanently deleted frm the class and all attribute values will be cleared fr the entities f the class. Imprved Assignment and Apprval Maps The way a user interacts with assignment and apprval maps in MYOB Advanced has been significantly simplified and imprved. The Assignment and Apprval Maps frm (EP ) displays a list f all assignment and apprval maps available in the system (see the screensht belw). Each map has a type, which can be ne f the fllwing: Assignment Map: Used fr assigning business accunts, cases, cntacts, activities, leads, pprtunities, purchase receipts, requests, r requisitins t wners fr further prcessing. Apprval Map: Used fr assigning apprvers t prjects r dcuments, such as bills and adjustments, emplyee time cards, equipment time cards, expense claims, expense receipts, prjects, purchase rders, requests, requisitins, sales rders, r transactins. MYOB Advanced Release Ntes Page 53 f 141

54 Organisatin Assignment and Apprval Map: Used fr either assigning entities t wners r assigning apprvers t dcuments. Maps f this type were created in previus versins f MYOB Advanced. This type remains supprted by the system t avid data lss and facilitate transitin frm the ld functinality t the new design. Apprval Maps A user creates a new map f the Apprval type r mdifies an existing ne by using the Apprval Maps frm (EP ): The Steps pane may include any number f steps, each f which may include any number f rules. Steps may be executed in a sequential, parallel, r sequential-parallel fashin. Fr each step, a user selects an actin that shuld be perfrmed if n apprver has been assigned in accrdance with the rules specified fr this step, s the dcument becmes autmatically apprved r rejected r the next step (if any) gets executed. Fr each rule, a user specifies cnditins, which the system checks fr the dcument, and actins t be perfrmed if the cnditins are met. As a result, multiple apprvers may be assigned t ne dcument. A user can cnfigure a rule s that after ne apprver apprves the dcument, the system waits until ther appinted apprvers (if any) als apprve the dcument, executes the next step in the apprval map, r marks the dcument as apprved. The new design f apprval maps allws assigning apprvers t a dcument based n individual dcument detail lines. On the Apprval Details tab f a crrespnding dcument entry frm, all apprvers assigned t the dcument are listed, and fr each MYOB Advanced Release Ntes Page 54 f 141

55 Organisatin apprver, additinal infrmatin is displayed that helps track which apprval map and which step and rule in this map is the reasn this apprver has been assigned. Assignment Maps Assignment maps are created and mdified n the Assignment Maps frm (EP ): The Rules pane may include any number f rules executed sequentially. Similarly t a rule in an apprval map, a rule in an assignment map includes cnditins and actins t be perfrmed if the cnditins are met. In ther respects, the assignment prcess is similar t that used in lder versins f MYOB Advanced. Assignment and Apprval Maps The Assignment and Apprval Maps frm (EP ) is the frm that was used fr creating and mdifying assignment and apprval maps in lder versins f MYOB Advanced. The frm has been mved t the Hidden flder f the site map, but therwise, it remains fully functinal. Thus, a user can wrk with bth new and ld types f assignment and apprval maps. Imprved Marketing Lists and Campaigns Marketing lists and campaigns have been significantly imprved, s users can mre efficiently perfrm marketing activities, track relevant expenses and revenue, and analyse statistical infrmatin n campaigns. Fr a detailed descriptin f marketing lists and campaigns in MYOB Advanced MYOB Advanced User Guide. Marketing Campaigns Instead f the previusly used statuses, stages have been intrduced fr marketing campaigns. An apprpriate stage shuld be selected fr each campaign in the Stage bx n the Marketing Campaigns frm (CR ). On the Campaign Classes frm (CR ), a campaign class shuld be defined fr each type f campaign used in the cmpany. Fr each campaign class, a list f attributes may be defined. Fr infrmatin abut hw classes and attributes can be used in MYOB Advanced MYOB Advanced Release Ntes Page 55 f 141

56 Organisatin Nw the user can specify as a surce f campaign members any generic inquiry frm that displays cntacts. This can be dne thrugh the Add Members dialg bx (shwn in the screensht belw), which pens when the user clicks Add New Members n the table tlbar f the Members tab f the Marketing Campaigns frm. In this dialg bx, the user can select campaign members frm a specific data surce, which can be either an existing marketing list r a generic inquiry frm. The user can select a shared filter available fr the specified inquiry frm t be able t select members frm nly relevant recrds. If a lead r pprtunity has been created as a result f marketing activities related t a particular campaign, a user can assciate this lead r pprtunity with the campaign in either f the fllwing ways: By clicking the Add Rw buttn n the table tlbar f the Generated Leads r Opprtunities tab f the Marketing Campaigns frm and creating a lead r pprtunity recrd n the entry frm that pens. By specifying the campaign in the Surce Campaign bx n the Leads (CR ) r Opprtunities (CR ) frm. Users can create activities assciated with particular campaigns (by clicking the buttns n the table tlbar f the Activities tab f the Marketing Campaigns frm) r with particular campaign members (by using the cmmands n the Add Activity menu n the Members tab f the same frm). Als, n the Members tab f the Marketing Campaigns frm, users can review the number f pprtunities, activities, and s related t the campaign and assciated with a particular campaign member. On the Mass frm (CR ), the user can set up a mass t be sent t all members f a particular marketing campaign r t nly thse members wh have nt previusly been sent s as part f the campaign. T facilitate the tracking f expenses and revenue related t a particular marketing campaign, MYOB Advanced nw gives users the ability t assciate varius dcuments MYOB Advanced Release Ntes Page 56 f 141

57 Organisatin such as sales rders and invices with campaigns. As a result, the ttal amunts f the related sales rders are added tgether and displayed in the Sales Order Ttal bx n the Campaign Details tab f the Marketing Campaigns frm. Marketing Lists The capability t cnfigure a marketing list as either dynamic r static has been imprved. If the Dynamic List check bx n the Cnfiguratin Optins tab f the Marketing Lists frm (CR ) is selected (as shwn in the fllwing screensht), the marketing list is cnsidered dynamic that is, it is frmed and updated autmatically accrding t a set f user-defined rules. If the Dynamic List check bx is cleared, the marketing list is cnsidered static that is, it can be frmed and updated nly manually. A user can specify the rules fr a dynamic marketing list in ne f the fllwing ways: The user specifies necessary selectin criteria n the Selectin Criteria tab s that list members are autmatically selected frm all leads, cntacts, and emplyees that exist in the system. The user specifies the generic inquiry frm that lists cntact recrds as the surce f list members in the Generic Inquiry bx n the Cnfiguratin Optins tab; a shared filter available fr the specified inquiry frm may be selected s that nly relevant recrds are added t the list. The system applies the rules t existing and newly added recrds, and the recrds that match the specified criteria are autmatically included in the list. A user can frm a static marketing list in any f the fllwing ways: By clicking the Add Rw buttn n the table tlbar f the List Members tab f the Marketing Lists frm. The user then adds the needed data fr the cntact in the rw and repeats this step as needed. By using the Add Members dialg bx, which pens when the user clicks Add New Members n the tlbar f the List Members tab f the frm. This dialg bx is identical t the ne used fr adding members t marketing campaigns. By uplading an Excel file with a list f cntacts, which the user des by clicking the Lad Recrds frm File buttn n the List Members tab f the frm. MYOB Advanced Release Ntes Page 57 f 141

58 Organisatin By clicking the Add Rw buttn n the table tlbar f the Marketing Lists tab n the Leads (CR ), Cntacts (CR ), r Business Accunts (CR ) frm. The user then adds the needed data fr the marketing list in the rw; this step is repeated as needed. A user can temprarily unsubscribe a member frm a marketing list by ding any f the fllwing: By clearing the check bx in the Subscribed clumn fr the particular member n the List Members tab f the Marketing Lists frm ppulated with the details f the marketing list. By clearing the check bx in the Subscribed clumn fr the particular marketing list n the Marketing Lists tab f the Leads, Cntacts, r Business Accunts frm ppulated with the details f the list member. T turn the member's subscriptin back n, the user needs t select the previusly cleared check bx. Users can create activities assciated with particular marketing lists by clicking the buttns n the table tlbar f the Activities tab f the Marketing Lists frm. Imprved Taxes in Expense Receipts and Expense Claims A significant imprvement has been implemented in the Time and Expenses mdule. Nw MYOB Advanced prvides the ability t calculate taxes in expense receipts. Previusly, the system applied taxes t expense claims, and there was n ability t specify taxes in the individual receipts that make up expense claims. Nw users can cnfigure the system t apply taxes in expense receipts. Fr each individual expense receipt, the tax infrmatin (tax zne, tax categry, and tax calculatin mde) is specified. The system calculates taxes fr expense receipts by using these tax settings. Expense claims nw d nt have applicable taxes; fr each expense claim, the system shws the summary tax infrmatin fr the expense receipts included in the claim. Fr mre infrmatin, see Taxes in Expense Receipts in the MYOB Advanced User Guide. The main changes are described in detail in the fllwing sectins. Tax Infrmatin in Expense Receipts Nw a user can specify the tax infrmatin (tax zne, tax categry, and tax calculatin mde, if applicable) in an expense receipt the user is creating n Expense Receipt frm (EP ), and review the infrmatin n applicable taxes n the Tax Details tab. The system calculates the tax amunt by using the settings f the taxes that are included in bth the tax categry and the tax zne specified in the expense receipt. The ttal tax amunt fr an expense receipt is shwn in the Summary area n the Expense Receipt frm. If the tax amunts calculated by the system fr the expense receipt differ frm thse in the riginal expense dcuments, a user can crrect these amunts in the expense receipt. MYOB Advanced Release Ntes Page 58 f 141

59 Imprved UI n the Expense Receipt (EP301020) Frm Organisatin The bxes n the Expense Receipt frm (EP ) have been rearranged t speed the entry f expense receipts. Fr infrmatin abut particular UI elements n the Expense Advanced User Guide. Expense Receipts with Mixed Tax Settings By default, the system allws users t include in ne expense claim nly the expense receipts with the same tax settings (tax zne and tax calculatin mde). If the user wants t prcess expense receipts with varius tax settings within ne expense claim, the new Allw Mixed Tax Settings in Claims check bx shuld be selected n the Time & Expenses Preferences frm (EP ). When an expense claim that includes expense receipts with different tax settings is released, the system generates multiple Accunts Payable bills, each f which cntains expense receipts with the same tax zne and tax calculatin mde. Expense Receipts with Tax-Inclusive and Tax-Exclusive Amunts An authrized emplyee nw can select which amunts (tax exclusive r tax-inclusive) users shuld specify in expense receipts. If the Net/Grss Entry Mde feature is enabled n the Enable/ Disable Features frm (CS ), a user can select if the amunts in the entered expense receipt are tax-inclusive (grss) r tax-exclusive (net). Als, a user can assign t a nn-stck expense item the apprpriate tax calculatin mde t be used by default in the expense receipts with this expense item. Upgrade Prcedure fr Legacy Expense Receipts In previus versins f MYOB Advanced, the system didn't calculate taxes in individual expense receipts; the system calculated taxes fr expense claims by using the expense claim tax settings. In MYOB Advanced , taxes are calculated in expense receipts; the taxes fr an expense claim are calculated as the sum f taxes fr the expense receipts included in the claim. Because the lgic f tax calculatin was changed, unreleased expense receipts and expense claims need t be prcessed in a special way after the system upgrade t MYOB Advanced During this upgrade, a cmpany might have unreleased expense receipts that are nt included in expense claims. These receipts have an empty tax zne and a status ther than Released. After the upgrade, a user shuld specify a tax zne in these receipts, s that the system will calculate taxes fr the receipts. After that, these receipts can be claimed. The system will display a warning fr the receipts fr which the tax zne shuld be updated n the Expense Receipt (EP301020) frm and n the T Be Claimed tab f the Expense Receipts (EP301010) frm. In unreleased expense claims, the taxes calculated befre the upgrade remain unchanged, and receipts included in thse claims still have n applicable taxes. Users can release these claims but cannt edit tax-related data in these claims. If an unreleased legacy claim needs t be crrected, a user shuld delete it, edit the individual expense receipts (if needed), and recreate the claim. When the legacy expense claim is deleted, the system calculates and adds the applicable taxes t the expense receipts that have belnged t the claim. Legacy unreleased claims with an empty tax zne can be mdified befre release because they have n taxes. MYOB Advanced Release Ntes Page 59 f 141

60 Organisatin Thus, during the upgrade, the upgrade scripts will d the fllwing: Set the tax calculatin mde t Tax Settings fr all receipts and claims. Set the receipt tax zne t the claim tax zne fr all receipts included in claims. Mark legacy receipts with a special flag. Opprtunity Stages fr Each Opprtunity Class MYOB Advanced nw prvides the functinality that a user can use t set up different pprtunity stages fr different pprtunity classes. The Opprtunity Prbability tab has been remved frm the Custmer Management Preferences frm (CR ). Instead, the Stages tab has been added t the Opprtunity Classes (CR ) frm (see the screensht belw). On this tab, a user can cnfigure a list f pprtunity stages, which is shared by all pprtunity classes; if a stage is mdified fr any pprtunity class, the changes affect all existing pprtunity classes. When setting up a particular pprtunity class, a user shuld make sure that the Active check bx is selected fr the pprtunity stages that need t be included in this class and cleared fr the pprtunity stages that are nt intended fr this class. The system ffers a predefined list f pprtunity stages, which includes the fllwing Prspect: The cntact assciated with the pprtunity is a knwn prspect but it is nt clear whether they are interested in the ffered prducts r services. Nurture: Infrmatin abut the prspect's interest in prducts and services is being cllected. Qualificatin: The prspect's interest in purchasing particular prducts r services is being determined. Develpment: The prspect's requirements, budget, and time frame are being clarified. Slutin: A slutin is under develpment. Prf: A cncept is ready and pending apprval. MYOB Advanced Release Ntes Page 60 f 141

61 Organisatin Negtiatin: A prpsal has been prepared r a cntract is ready t be signed. Wn: The deal has been successfully clsed. A user can add custm stages t reflect an established sales prcess. Fr each stage, an identifier, name, prbability percentage, and srt rder shuld be specified. In reprts, data is shwn fr deactivated stages t, if the included pprtunities had been assigned these stages befre they were deactivated. Campaign Expense Accunting If the Prject Accunting feature is enabled n the Enable/Disable Features frm (CS ), the prject accunting functinality can nw be used t track expenses and revenue related t a marketing campaign. The system nw can regard a marketing campaign as a prject and use the prject budget tracking mechanism fr tracking the campaign budget. Tracking f Expenses Fr campaign expense tracking, a specific prject dedicated t campaign expense accunting needs t be created and assciated with a campaign, with prper billing and allcatin rules cnfigured. If needed, multiple campaigns may be assciated with a single prject. A prject can be assciated with a marketing campaign thrugh the new Prject Accunting Integratin sectin n the Campaign Details tab f the Marketing Campaigns frm (CR ): All the campaign-related activities, the pprtunities that resulted frm this campaign, and the resulting sales rders and invices als can be assciated with the previusly defined prject. These assciatins allw fr accurate calculatin f all expenses and revenue generated by the campaign. MYOB Advanced Release Ntes Page 61 f 141

62 Relatins Organisatin In MYOB Advanced , the Campaign Dcuments frm (CR ) has been deleted. The lists f campaign-related sales rders and invices can be reviewed n the new Campaign Sales Orders (CR ) and Campaign Invices (CR ) inquiry frms; custm inquiry frms r pivt tables can be created based n these frms. Case Management Feature Switch A new feature switch, Case Management, has been added n the Enable/Disable Features frm (CS ). If the Case Management feature is enabled, the fllwing frms are available: Cases (CR ) Cases (CR PL) Case Classes (CR ) Release Cases (CR ) Assign Cases (CR ) Update Cases (CR ) Als, the fllwing UI elements are available if the Case Management feature is enabled: The Cases tab n the Business Accunts frm (CR ) The Case menu cmmand n the Create menu n the frm tlbar f the Incming (CO ) and Activity (CR ) frms The Case Numbering Sequence, Default Case Class, and Case Assignment Map bxes n the Custmer Management Preferences frm (CR ) The Case ID bx n the Emplyee Time Activities (EP ), Emplyee Time Cards (EP ), and Cntract Usage (CT ) frms The Case Cunt Item bx n the Cntract Templates (CT ) and Custmer Cntracts (CT ) frms The Create New Case check bx and the New Case Class bx n the Incming Mail Prcessing tab f the System Accunts (SM ) frm All case-related reprts in the Custmer Management mdule Qutes in Opprtunities A new type f dcument, qute, has been intrduced in the Custmer Management mdule f MYOB Advanced A qute represents a frmal ffer made t a particular custmer based n an pprtunity; the qute includes a list f prducts ffered at specific prices. Fr ne pprtunity, users can create any number f qutes, each f which can be printed r ed t the specified custmer fr review. When the custmer accepts the ffer, the user can create a sales rder and then an invice based n the qute. MYOB Advanced Release Ntes Page 62 f 141

63 Cnfiguratin f Qute Functinality Organisatin A new feature, Sales Qutes, has been added, with the crrespnding check bx n the Enable/Disable Features frm (CS ). If the Sales Qutes feature is enabled, the fllwing frms are available: Qutes (CR PL): This new inquiry frm displays filter tabs with lists f qutes. The fllwing predefined filter tabs are available n this frm: All Recrds, My Qutes, and My Qutes Expiring in a Week. Qutes (CR ): By using this new data entry frm, a user can create new qutes and mdify r view the details f existing qutes. Qute (CR ): By using this new reprt frm, a user can generate a reprt with summary infrmatin n a particular qute. Als, if the Sales Qutes feature is enabled, the fllwing UI elements are available: Custmer Management Preferences frm (CR ), General Settings tab: The Qute Numbering Sequence bx and, if the Apprval Wrkflw feature is als enabled, the Qute Apprval Settings sectin Opprtunities frm (CR ): On the frm tlbar, the Submit Qute and Edit Qute cmmands n the Actins menu and the Create Qute buttn (shwn in the screensht belw); the Qutes tab (als shwn in the screensht belw) Activity frm (CR ): The Qute ptin in the Type bx in the Select Entity dialg bx, which pens if a user clicks the Related Entity selectin bx MYOB Advanced Release Ntes Page 63 f 141

64 Organisatin Creatin f Qutes A user can start creating a qute in any f the fllwing ways: By clicking Create Qute n the frm tlbar f the Opprtunities frm (CR ) By clicking Create Qute n the table tlbar f the Qutes tab n the Opprtunities frm (CR ) By clicking Add New Recrd n the frm tlbar f the Qutes (CR3045PL) frm By selecting an existing qute and then invking the Cpy Qute actin, which is available n the Qutes tab n the Opprtunities frm (CR ) and n the Actins menu n the frm tlbar f the Qutes frm (CR ); in this case, a cpy f the selected qute is created If ne qute r multiple qutes are created fr an pprtunity, ne f the qutes must be marked as the primary qute, which a user can d either during the creatin f a qute r by applying the Mark as Primary actin t a selected qute. An pprtunity uses the primary qute as the surce f the fllwing settings: the list f prducts, the currency and the currency rate, the lcatin, the cntact infrmatin, and the tax and discunt details. If a user marks a different qute as the primary qute fr the pprtunity, these settings are changed in the pprtunity t thse f the new primary qute. A qute can have ne f the fllwing statuses: Draft: The qute is being prepared and its details can be edited. Prepared: The qute is ready t be sent t the custmer. The qute gets this status after it has been submitted r, if apprval is required fr qutes, after it has been apprved. Sent: The qute has been ed t the custmer. Pending Apprval: The qute is pending apprval within the cmpany. Rejected: The qute has been rejected by an apprver within the cmpany. MYOB Advanced Release Ntes Page 64 f 141

65 Apprval f Qutes Organisatin Apprval f qutes can be set up in the system if the Apprval Wrkflw feature is enabled n the Enable/Disable Features (CS ) frm. Qutes require apprval if an apprval map fr qutes has been specified in the Apprval Map bx in the Qute Apprval Settings sectin n the General Settings tab f the Custmer Management Preferences frm (CR ): A qute that is pending apprval cannt be mdified. An assigned apprver can apprve r reject the qute by using the standard Apprve and Reject actins available n the frm tlbar f the Qutes frm (CR ) and n the table tlbar f the Qutes tab n the Opprtunities frm (CR ). After a qute has been apprved, it can be sent t the custmer. Qute Activities On the Activities tab f the Qutes frm (CR ), a user can create activities assciated with the selected qute. On the Activities tab f the Opprtunities frm (CR ), activities related t the selected pprtunity are listed alng with activities related t all qutes assciated with the pprtunity. MYOB Advanced Release Ntes Page 65 f 141

66 Other Enhancements Organisatin Nw any number f invices and sales rders can be created fr a single pprtunity. The new Orders and Invices tabs n the Opprtunities frm (CR ) display a list f all sales rders r invices assciated with the selected pprtunity. The Mailing Settings tab (shwn in the screensht belw), which is similar t the tab with the same name n the Custmer Classes (AR ) and Vendr Classes (AP ) frms, has been added t the Custmer Management Preferences (CR ), Business Accunt Classes (CR ), and Business Accunts (CR ) frms. This tab includes a predefined mailing and a predefined ntificatin template t be used fr sending qutes t sales cntacts. MYOB Advanced Release Ntes Page 66 f 141

67 Separate Use f Branches and Cmpanies Organisatin In previus versins f MYOB Advanced, there was n clear difference between branches that represent legal entities and branches that represent ffices r pints f sales within the same legal entity. In MYOB advanced , a new entity, cmpany, has been intrduced. A cmpany represents a legal entity with an independent balance sheet and separate tax reprting. A cmpany may cnsist f multiple branches. Accrdingly, the lgical entity that a user selects n the MYOB Advanced welcme page has been renamed frm a cmpany t a tenant thrughut the system. Cmpanies A new frm, Cmpanies (CS ), has been added (see the screensht belw). On this frm, a system administratr can d any f the fllwing: Create new cmpanies (with an actual ledger created autmatically fr a new cmpany) Maintain existing cmpanies Add branches t a cmpany (if it has any) and review the list f cmpany branches Assign ledgers t cmpanies Review the list f cmpany emplyees Nte: - - enabled n the Enable/Disable Features frm (CS ). The Add buttn n the Cmpanies frm tlbar is nt available if these features are disabled. MYOB Advanced Release Ntes Page 67 f 141

68 Organisatin Each cmpany has ne f the fllwing types, which is specified in the Cmpany Type bx n the Cmpanies frm: Withut Branches: A cmpany with this type cannt have any branches. If the Multi-Branch Supprt feature is nt enabled n the Enable/Disable Features frm (CS ), this ptin is selected by default and cannt be changed. With Branches Nt Requiring Balancing: A cmpany with this type must have at least ne branch. If multiple branches f the cmpany are invlved in a transactin, balancing entries are nt required. This ptin is available if the Multi- Branch Supprt feature is enabled n the Enable/Disable Features frm. With Branches Requiring Balancing: A cmpany with this type must have at least ne branch. If multiple branches f the cmpany are invlved in a transactin, balancing entries are required. This ptin is available if the Multi-Branch Supprt and Inter-Branch Transactins features are enabled n the Enable/Disable Features frm. On the Ledgers tab f the Cmpanies frm, a user can review and edit the list f the ledgers assciated with the cmpany. On the Lg tab f the frm (shwn in the fllwing screensht), a user nw can specify separate images fr the lg displayed in the tp left crner f MYOB Advanced and fr the lg displayed n reprts fr the selected cmpany. MYOB Advanced Release Ntes Page 68 f 141

69 Branches The Branches (CS ) frm has been mdified as fllws: Organisatin The frm is available nly if the Multi-Branch Supprt feature is enabled n the Enable/Disable Features (CS ) frm. The Cmpany bx has been added t indicate the cmpany t which the branch belngs. This bx is unavailable if the selected branch relates t a cmpany with the Withut Branches type. A user can mdify the value in the Branch ID bx. On the Ledgers tab, the ledgers assciated with the cmpany f the branch are listed. On the Lg tab, a user can specify separate images fr the lg displayed in the tp left crner f MYOB Advanced and fr the lg displayed n reprts fr the selected branch. Ledgers On the Ledgers frm (GL ), users can maintain a list f the cmpanies that are allwed t pst t nn-actual ledgers. Only the branches f a cmpany that is assciated with a particular ledger can pst t that ledger. The Ledgers frm has been mdified as fllws: The Cnsl. Branch bx and the Branch Accunting check bx have been remved. On the Cmpanies tab, a user can view the list f the cmpanies assciated with the ledger, link a cmpany t the selected ledger (a cmpany can have nly ne actual ledger), and delete a cmpany frm the list. An actual ledger can be detached frm a listed cmpany if the ledger cntains n transactins assciated with the cmpany branches. Ledgers f ther types can be linked t a cmpany at any time, r this link can be remved. On the Branches tab, the branches f the cmpanies assciated with the ledgers are listed; nly thse branches are allwed t pst t the ledger. Upgrade Ntes During an upgrade t MYOB Advanced , a branch will be cnverted int a cmpany if the Cnsl. Branch bx n the Ledgers frm (GL ) is empty fr its actual ledger r if the branch itself is specified in the Cnsl. Branch bx. Otherwise, this branch will be cnverted t a branch with the Cnsl. Branch value specified as the parent cmpany. If a branch is specified in the Cnsl. Branch bx and the Branch Accunting check bx is selected fr its ledger, then the branch will be cnverted t a cmpany with the With Branches Requiring Balancing type. If a branch is used as Cnsl. Branch and the Branch Accunting check bx is cleared fr its ledger, then it will be cnverted t a cmpany with the With Branches Nt Requiring Balancing type selected n the Cmpanies frm (CS ). If a branch is assigned t an actual ledger with the Cnsl. Branch bx empty, then it will be cnverted t a cmpany with the Withut Branches type selected n the Cmpanies frm. T avid a branch that is nt a legal entity being cnverted t a cmpany befre the upgrade, a system administratr needs t create a separate branch fr the parent MYOB Advanced Release Ntes Page 69 f 141

70 Platfrm cmpany and select this new branch in the Cnsl. Branch bx n the Ledgers frm fr the actual ledger. After upgrading, the Tax Agency field n the Taxes frm (TX ) becmes mandatry. Yu must specify a tax agency, as under the new rganisatin structure, the jurisdictin fr taxes is determined frm the agency. Nte: Tax infrmatin is nw cnfigured fr cmpanies, nt branches. Tax reprts that previusly tk tax infrmatin frm branches have been updated t take the required infrmatin frm cmpanies. If yu have custmised any tax reprts, yu will need t either update them t retrieve tax infrmatin frm cmpanies instead f branches, r take the updated default tax reprts and add yur custmisatins t them again. Platfrm Aggregatin by Date Parts in Pivt Tables In pivt tables, users may want t aggregate data by varius perids f time. Nw the data frm a frm can be aggregated by a particular part f a date. In the Date Part bx f the Prperties pane n the Pivt Tables frm (SM ), users can select the part f a date field by which they want t aggregate data in a pivt table: Fr example, suppse that a marketing manager wants t analyse the seasnal demand n T-shirts fr the last five years. The manager can build a pivt table that displays sales MYOB Advanced Release Ntes Page 70 f 141

71 Platfrm amunts aggregated by mnth. Suppse that the date field in the generic inquiry with sales amunts fr T-shirts cntains the mnth and the year (such as July 2017). T make the system aggregate data by mnth and display nly mnths in the pivt table, in the Date Part bx, the manager selects Mnth. In additin, users can set up a hierarchical structure f the parts f the dates. Fr example, suppse that a senir sales manager wants t analyse the amunt f shipped laptps by mnth fr the last three years. Suppse that the date in the generic inquiry cntains the day, the mnth, and the year (such as 04/11/2016). In the pivt table, the manager can display a ne-level clumn, which will cntain the fllwing date values: Jan 2015, Feb 2015, and s n until Jun Alternatively, the manager can cnfigure the system s that it displays tw levels f clumn headers: In the first level, the system displays the years, and under each year, the system displays the mnths. T cnfigure the system in this way, the manager can add tw cpies f the date field t the Clumns pane f the Pivt Tables frm (SM ). Fr the first cpy, in the Rund Aggregatin by Segments in Pivt Tables Fr fields fr which segmented keys are cnfigured t have multiple segments, users can nw aggregate data by selected segments. In the Segment bx f the Prperties pane n the Pivt Tables frm (SM ), users can select a segment by which they want t aggregate data in a pivt table: MYOB Advanced Release Ntes Page 71 f 141

72 Platfrm Fr example, suppse that an rganisatin sells fruit and vegetables t restaurants. Suppse that the item class values cnsist f the fllwing segments: the item categry (FR r VEG), the item type (APL, ORG, CBR, r PTO), and the cuntry f rigin (such as ES, CN, r MA). If a distributin manager wants t analyse the amunts f item types shipped t each custmer by using a pivt table, in the Segment bx, fr the item class field, the manager selects the segment that crrespnds t the item type. With these settings, the system will aggregate sales data by the item type (such as apples, designated by APL). In additin, users can set up a hierarchical structure f clumn r rw headers if they want t analyse data by a cmbinatin f tw segments f a field value. Suppse that in the example described in the previus paragraph, the manager als wants t add t the pivt table the cuntry f rigin fr each item type. T address this task, the manager adds tw cpies f the Item Class field t the Clumns pane. Fr the first cpy, in the Segment bx, the manager selects the segment used fr the item categry; fr the secnd cpy, in the Segment bx, the manager selects the segment used fr the cuntry f rigin. Fr details, see Pivt Tables in MYOB Advanced in the MYOB Advanced User Guide. Authrisatin f Client Applicatins MYOB Advanced supprts the OAuth 2.0 mechanism f authrisatin fr applicatins that are integrated with MYOB Advanced thrugh applicatin prgramming interfaces (APIs). When a client applicatin f MYOB Advanced uses the OAuth 2.0 mechanism f authrisatin, the client applicatin des nt perate with the MYOB Advanced credentials t lg in a user t MYOB Advanced; instead, the applicatin btains an access tken frm MYOB Advanced and uses this tken when it requests data frm MYOB Advanced. Depending n the OAuth 2.0 flw that the client applicatin implements, the client applicatin either has n infrmatin n the credentials f an MYOB Advanced user r uses this infrmatin nly nce t btain the access tken. The OAuth 2.0 mechanism f authrisatin imprves the security f the MYOB Advanced data accessed by the applicatin and simplifies the management f access rights. The client applicatin that implements the OAuth 2.0 authrisatin mechanism can use ne f the fllwing OAuth 2.0 authrisatin flws supprted by MYOB Advanced: Authrisatin cde: With this flw, the client applicatin never gets the credentials f the applicable MYOB Advanced user. After the user is authenticated in MYOB Advanced, the client applicatin receives an authrisatin cde, exchanges it fr an access tken, and then uses the access tken t wrk with data in MYOB Advanced. When the access tken expires, the client applicatin can request a new access tken by prviding a refresh tken. Implicit: With this flw, the client applicatin never gets the credentials f the applicable MYOB Advanced user. When the user is authenticated in MYOB Advanced, the client applicatin des nt receive an authrisatin cde (as with the authrisatin cde flw); instead, the client applicatin directly receives an access tken, and then uses the access tken t wrk with data in MYOB Advanced. The access tken is valid fr a limited perid f time and cannt be renewed. Resurce wner passwrd credentials: With this flw, the credentials (username and passwrd) f the MYOB Advanced user are prvided directly t the client applicatin, which uses the credentials t btain the access tken. When the MYOB Advanced Release Ntes Page 72 f 141

73 Platfrm access tken expires, the client applicatin can request a new access tken by prviding a refresh tken. MYOB Advanced Release Ntes Page 73 f 141

74 Platfrm The administratr uses the Cnnected Applicatins frm (SM ) t register an OAuth 2.0 client applicatin. T revke the access f an OAuth 2.0 client applicatin, either the Cnnected Applicatins frm (SM ) r the User Prfile frm (SM ) can be used. Fr mre infrmatin n OAuth 2.0 authrisatin List View f Frms In the new user interface, intrduced in MYOB Advanced, the data entry, management, and cnfiguratin frms f all system suites are pened in list view: as lists f dcuments r entities. With this new functinality, users can quickly search fr dcuments r entities in the list, filter these dcuments r entities in list, and manage the list f dcuments r entities. The dcuments r entities n the frm are srted by date and time f creatin, in descending rder (that is, newest t ldest). When a user clicks a frm name in the navigatin pane, the list view is presented (see the fllwing screensht fr an example f a list view f a frm). Users can click the identifier f ne f these dcuments r entities t bring up the apprpriate data entry, management, r cnfiguratin frm with the dcument r entity selected. T add a new dcument r entity, users click the Add New Recrd buttn, and the data entry, manage, r cnfiguratin frm pens. Frm IDs have eight characters. Fr a frm displayed in list view, the first six digits are thse f the crrespnding data entry, management, r cnfiguratin frm, and the last tw characters are PL (r if there are duplicates, P1, P2, and s n). Fr example, the GL3010PL frm ID is assigned t the Jurnal Transactins frm displayed in list view (as a list f jurnal transactins), and the GL frm ID is assigned t the frm f the same name where an individual jurnal transactin can be entered r edited. MYOB Advanced Release Ntes Page 74 f 141

75 Lcalisatin f Self-Service Prtal Platfrm The Self-Service Prtal nw prvides functinality that system administratrs can use t lcalize the system in multiple languages. Self-Service Prtal can be lcalized in the fllwing ways: Translatin f the strings used in the applicatin interface: A prtal administratr can translate int multiple languages the strings used in the prtal interface, such as bx and clumn labels, errr messages, and warnings. Translatin f the user input in the bxes with multi-language supprt: When users lg in t Self-Service Prtal with a particular lcale, they can see values in particular text bxes and table clumns in the language f the lcale if the values have been translated in MYOB Advanced. Translatin f wiki articles: A prtal administratr can translate wiki articles int multiple languages s that users can read the articles in the language f the lcale with which they are lgged in t Self-Service Prtal. Fr mre infrmatin abut the lcalisatin f Self- Self- e MYOB Advanced User Guide. Lkup Mdes f Segmented Keys In previus versins f MYOB Advanced, the On-the-Fly Entry check bx n the Segmented Keys frm (CS ) influenced bth which lkup mde was used fr bject values and whether users culd enter new bject values n the fly when they were using data entry frms. Nw the new Lkup Mde bx has been added t the Segmented Keys frm (as shwn in the fllwing screensht). In this bx, users can select the mde the system uses t lk up bject identifiers when a user is typing the identifier in a bx n a data entry frm that hlds the identifier described by this segmented key. In additin, the captin f the On-the-Fly Entry check bx has been changed t Allw Adding New Values On the Fly. Nw if this check bx is selected, users can enter new values f the bject identifier defined by the segmented key n data entry frms. If the check bx is cleared, users can specify the values f the bject identifier n data entry frms nly by typing r selecting existing values f the identifier and its segments. MYOB Advanced Release Ntes Page 75 f 141

76 Platfrm The fllwing ptins are available in the Lkup Mde bx: By Segment: All Avail. Segment Values: With this mde, a user enters an identifier segment by segment. While typing a segment value, the user can press F3 t pen the list f the segment values (as specified n the Segment Values (CS203000) frm) and select a value frm this list. If this mde is selected, the Allw Adding New Values On the Fly check bx becmes selected and unavailable fr the segmented key. With this mde selected, the system wrks n the same way as it did when the On-the-Fly Entry check bx was selected in the previus versins. By Segment: Child Segment Values: With this mde, a user enters an identifier segment by segment. While typing a segment value, the user can press F3 t pen the list f the segment values that have been specified n the bject management frm, such as the Item Classes frm (IN ). This list is filtered by the value f the previus segment r segments. When the user is typing segment values, the system lists the existing bject identifiers. This mde is displayed fr nly the INITEMCLASS segmented key, which supprts the hierarchical structure f segments. With this mde selected, the Allw Adding New Values On the Fly check bx is cleared by default but is available fr editing. This mde des nt have a similar mde in the previus versins. By Segmented Key: With this mde, a user enters the entire identifier. When the user is typing the identifier n the data entry frm, the system displays the list f existing identifiers. The user can select ne f the existing values frm the list. When this mde is selected, the Allw Adding New Values On the Fly check bx is cleared and unavailable fr the segmented key. With this mde selected, the system wrks as it did when the On-the-Fly Entry check bx was cleared in the previus versins. MYOB Advanced User Guide. New User Interface MYOB Advanced intrduces an all-new user interface, where users can flexibly cnfigure navigatin in the system accrding t the business prcesses f their rganisatins. Persnalized navigatin makes wrk with the system mre effective because users can easily access the frms that they use frequently. Default UI After users have upgraded their MYOB Advanced instance frm a previus versin, by default, the system pens with the classic UI. Users can switch t the mdern UI by clicking their user name in the inf area and clicking Switch t Mdern UI. Fr brand new instances f MYOB Advanced , the mdern UI is displayed by default. T switch t the classic UI, users need t select the Shw Classic UI by Default check bx n the User Prfile frm (SM ) and save this change. (Users can pen the User Prfile frm by clicking their user name in the inf area and selecting My Prfile frm the drpdwn menu). MYOB Advanced Release Ntes Page 76 f 141

77 Basic Elements f the Mdern User Interface Platfrm In the mdern user interface, suites and mdules are replaced with wrkspaces. A wrkspace is a menu that includes links t frms and reprts gruped by the functinal areas (categries) and tiles (buttns that are used fr quick access t frms). The fllwing screensht shws an example f a wrkspace The main menu with wrkspaces 2. Links t frms 3. Tiles Upgrade Ntes If a system administratr wants t switch t the mdern UI after the upgrade, they shuld perfrm the fllwing additinal steps: On the Access Rights by Rle frm (SM ), make sure that access rights t frms fr particular rles are specified. In previus versins, if access rights had been specified n the suite r mdule level but nt n the frm level, links t frms frm these suites r mdules can be displayed in wrkspaces in the mdern UI even if these frms are nt displayed t a user in the classic UI. Fr details, see If custm wikis had been created in the previus versin f the system, they can MYOB Advanced Release Ntes Page 77 f 141

78 Platfrm Migratin f Custm Generic Inquiries, ARM Reprts, Pivt Tables, and Dashbards Because wrkspaces replace suites and mdules in the mdern UI, custm generic inquiries, ARM reprts, pivt tables, and dashbards are mved t wrkspaces as fllws during the upgrade: Custm pivt tables can be fund in the Pivt Tables sectin f the Data Views wrkspace. Custm ARM reprts are mved t the Financial Statements sectin f the Finance wrkspace. Custm dashbards are mved t the Dashbards sectin f the Data Views wrkspace. Custm generic inquiries can be fund in the Inquiries sectin f the wrkspaces that crrespnd t the mdules where these generic inquiries had been added in the classic UI (see the table belw). Nte: If a generic inquiry has been added t a custm mdule in the classic UI, it is mved t the Inquiries sectin f the Data Views wrkspace. The fllwing table lists the mdules f the classic UI and the wrkspaces f the mdern UI that crrespnd t each mdule. Mdule Title Autmatin Accunts Payable Accunts Receivable Cash Management Currency Management Cmmunicatin Custmer Management Cnfiguratin Custmisatin Dcument Management Deferred Revenue Equipment Management Fixed Assets General Ledger Inventry Wrkspace Title System Management Payables Receivables Banking Currency Management Time and Expenses Marketing Cnfiguratin Custmisatin System Management Deferred Revenue Time and Expenses Equipment Fixed Assets Finance Inventry MYOB Advanced Release Ntes Page 78 f 141

79 Platfrm Integratin Organisatin Structure Prjects Purchase Orders Purchase Requisitins Rw-Level Security Rute Management Management Sales Orders Service Management Time & Expenses Taxes User Security Integratin Cnfiguratin Prjects Purchases Purchases Rw Level Security Rutes System Management Sales Orders Services Time and Expenses Taxes User Security Custmisatin f the Mdern UI by a System Administratr A user with the Administratr rle assigned can cnfigure navigatin in the mdern user interface as fllws, with the changes being visible t all users f the system: Adjust the list f wrkspaces that are items n the main menu: In the mdern UI, nly the wrkspaces that crrespnd t the business prcesses f an rganisatin can be kept. T perfrm this task, new wrkspaces can be added and ppulated with items (tiles and links that prvide access t frms and reprts), existing menu items can be deleted fr wrkspaces that d nt cmply with business prcesses f the rganisatin, and existing wrkspaces can be renamed. Change the items f a wrkspace: A wrkspace can be custmized s that nly the items that emplyees use in their wrk are displayed there. The list f frms and reprts in a wrkspace can be changed, the links t frms and reprts can be regruped in a wrkspace, and unnecessary tiles and links t frms and reprts can be remved frm a wrkspace. Fr mre infrmatin abut the custmisatin If develpers want t include the custmized system bjects f the mdern UI (areas, wrkspaces, frms, tiles, and categries) f a custmisatin package, they need t add a site map nde that includes these bjects t a custmisatin prject n the Site Map page f the Custmisatin Prject Editr dialg bx. Persnalisatin f the Mdern UI by a User In the mdern user interface f MYOB Advanced, every user can specify his r her persnal settings s that the UI better crrespnds t the user's wrk respnsibilities. Users can persnalize the mdern UI as fllws: MYOB Advanced Release Ntes Page 79 f 141

80 Platfrm Persnalize the list f wrkspaces shwn in the main menu: Users can persnalize the main menu items by pinning and unpinning wrkspaces. Other wrkspaces that users can access and that are unpinned frm the panel are hidden under Mre Items. Fr each wrkspace, persnalize the list f frms and reprts shwn in the Quick Menu: When a user clicks a menu item in the main menu, the system pens the Quick Menu f the wrkspace that crrespnds t the menu item. Users can use this menu t quickly access the frms and reprts that they use during yur wrk. Users can cnfigure the list f frms and reprts in the Quick Menu fr each wrkspace. Change the lcatin and size f the main menu: By default, the main menu is lcated n the left side f the screen and is displayed in its maximum size. If users need mre space in the wrking area f the screen (fr example, t wrk with frms mre cnveniently), users can change the lcatin and size f the main menu panel. Fr details n hw users can persnalize the New Endpint f the Cntract-Based API MYOB Advanced nw includes a new endpint f the cntract-based API (default/ ). This endpint uses the new versin f the system cntract (Cntract Versin 3) and prvides an extended list f entities. The new versin f the system cntract and the list f entities are described in detail in the fllwing sectins. Cntract Versin 3 The key difference between Cntract Versin 3 and previus versins f the system cntracts is that fr the requests that are passed t the server thrugh the endpints with this cntract versin, retrieval f the list f recrds is always ptimized fr speed. If ptimisatin fr speed f the retrieval f the list f recrds fails, the system returns an errr with the list f fields that caused the failure. Fr details n the ptimisatin, see the fllwing tpics in the User Guide: Retrieval f Recrds by Cnditins fr the REST API, and GetList() Methd (Cntract Versin 3) fr the SOAP API. Fr ther differences between Cntract Versin 3 and previus versins f the system cntracts, see Cmparisn f Cntract Versins in the User Guide. Entities f the default/ Endpint The list f entities f the default/ endpint includes the mst cmmnly used entities frm the fllwing suites: Finance, Distributin, and Organisatin. With the new endpint, the develper prbably will nt need t extend the system endpint at all, r will extend the system endpint with nly the entities that are specifically develped fr the MYOB Advanced applicatin in a custmisatin prject. Yu can review the list f entities that are included in the default/ endpint n the Web Service Endpints frm (SM ): MYOB Advanced Release Ntes Page 80 f 141

81 Platfrm The develper can use the WSDL file r the file with the OpenAPI 2.0 specificatin t review the API f the endpint and build the client applicatins f MYOB Advanced based n the crrespnding file. T btain the WSDL file r the OpenAPI 2.0 file, n the Web Service Endpints frm (SM ), click either View Endpint Service > WSDL r View Endpint Service > OpenAPI 2.0. OpenAPI 2.0 Specificatin fr the Cntract-Based REST API MYOB Advanced prvides the reference infrmatin fr the methds f a cntract-based REST API endpint in the swagger.jsn file, which is an OpenAPI 2.0 (frmerly knwn as Swagger 2.0) file. The develper can use this file t review the API f the endpint and build the client applicatins f MYOB Advanced based n this file. Nte: Fr mre infrmatin abut the OpenAPI specificatin, see MYOB advanced des nt prvide a user interface t view the swagger.jsn file. External tls can be used t view the file. The develper can retrieve the swagger.jsn file by clicking View Endpint Service > OpenAPI 2.0 n the Web Service Endpints frm (SM ) fr the needed endpint, as shwn in the fllwing screensht. MYOB Advanced Release Ntes Page 81 f 141

82 Platfrm The develper can als retrieve the file by using the fllwing URL: endpint URL>/swagger.jsn In this URL, <Base endpint URL> is the URL f a cntract-based endpint f MYOB Advanced. This URL has the fllwing frmat: MYOB Advanced instance URL>/entity/<Endpint name>/<endpint versin>/ in the MYOB Advanced User Guide. Shared Cnfiguratin f Table Clumns Acrss System Users An rganisatin may have specific requirements fr prcessing dcuments in MYOB Advanced, which can be reflected in the table layut n particular frms. Users f the system whse user accunt is assigned the Administratr rle in MYOB Advanced can set the default clumn cnfiguratin fr all users f the system r cnfigure table layuts fr particular users. A user wh is lgged in t a user accunt that has the Administratr rle can nw cnfigure the required table layut (such as the rder f clumns and the set f clumns t be displayed) and set this cnfiguratin as the new default layut. If users have persnalized layuts f a particular table, the administratr can verride their table settings with these default settings. If particular users have specific requirements fr the table layut n a frm, the administratr can set up the required cnfiguratin while lgged in t a user accunt that has the Administratr rle, and this cnfiguratin can be applied t these users nly. These users will see this table cnfiguratin when they navigate t the frm, but ther users will nt. Users can change this default table cnfiguratin at any time. Details n the new functinality fr sharing table layuts can be fund in the Tables > Adjusting Table Layut > Default Table Layut tpic f the Interface Guide. User Interface Changes The fllwing user interface elements have been added t the user interface t supprt the sharing f table layuts: The Tls > Share Clumn Cnfiguratin menu cmmand n the frm title bar: Opens the Share Clumn Cnfiguratin dialg bx. This menu cmmand is visible fr nly users with the Administratr rle. The Share Clumn Cnfiguratin dialg bx: System administratrs can use this dialg bx t set the current layut f a table n a particular frm as the default - MYOB Advanced Release Ntes Page 82 f 141

83 Platfrm layut and t share the settings with multiple users. The pages f the dialg bx are shwn in the fllwing screenshts. A detailed descriptin f this dialg bx can be fund in the Tables > Table Reference > Share Clumn Cnfiguratin Dialg Bx tpic in the Interface Guide. The Delete Default Cnfiguratin buttn in the Clumn Cnfiguratin dialg bx: Deletes the default cnfiguratin f the table clumns. This buttn is visible t users with the Administratr rle and is available if the default cnfiguratin has been set previusly. Fr details n sharing cnfiguratins f table clumns, see Default Table Layut in the MYOB Advanced Interface Guide. MYOB Advanced Release Ntes Page 83 f 141

84 Dashbard Enhancements Platfrm MYOB Advanced intrduces changes related t dashbards that imprve filtering data n widgets and enhance lk f KPI widgets. Filtering Cnditins in Widget Prperties Users wh design dashbards can specify filtering cnditins (as they can fr reusable filters) fr widgets that use inquiry frms as their data surce (such as charts and screcard KPI widgets) in the Filter Settings dialg bx t limit the data shwn t be the mst relevant. A dashbard designer can pen this dialg bx by clicking the new Filter Settings buttn in the Widget Prperties dialg bx (see the fllwing screensht), which the designer pens fr the widget by clicking Edit n the widget tlbar. Dashbard Parameters Users wh create and design dashbards nw can add parameters t a dashbard. Fr example, suppse that mst f the widgets f the dashbard display infrmatin abut all leads f a particular cmpany, but users may want t see infrmatin abut leads f the particular cmpany fr a particular wner. In this case, the dashbard parameter will be the lead wner. MYOB Advanced Release Ntes Page 84 f 141

85 Platfrm T add filtering parameters t a dashbard, the dashbard wner shuld perfrm the fllwing steps: 1. On the new Parameters tab f the Dashbards frm (SM ), the dashbard wner adds ne parameter r multiple parameters (see the fllwing screensht), which will be displayed in the Selectin area f the selected dashbard. 2. Fr each widget whse data shuld be filtered by the values f the parameters, the dashbard designer pens the Widget Prperties dialg bx by clicking Edit n the widget tlbar, and then pens the Filter Settings dialg bx by clicking Filter Settings. In this dialg bx, the dashbard designer selects the data field whse values shuld be filtered and selects the parameter that have been added t the Parameters tab f the Dashbards frm. After the steps described abve have been perfrmed and the dashbard designer has saved his r her changes, users can select values f the parameters that were added t the dashbard in the selectin area f the dashbard and view the filtered data in thse widgets that cntain these parameters selected in the filtering settings (see the fllwing screensht). T clear the filter by the parameter value, a user can clear the value in the parameter bx. Guide. MYOB Advanced Release Ntes Page 85 f 141

86 Screcard KPI and Trend Card KPI Widget Enhancements Platfrm In the Widget Prperties dialg bx fr the screcard KPI and trend card KPI widgets, the fllwing changes have been made: The Screcard Title, Autmatically Adjust Fnt Size, and Fnt Size bxes have been remved fr screcard KPI widgets. A fnt size fr a widget f this type nw is always adjusted autmatically accrding t the widget size. The Icn bx has been added fr screcard KPI widgets. In this bx, users can select an icn that will be displayed in the tp left crner f a widget. An icn illustrates a categry f the widget parameter. The Trend Card Title, Autmatically Adjust Fnt Size, and Fnt Size bxes have been remved fr trend card KPI widgets. A fnt size fr a widget f this type nw is always adjusted autmatically accrding t the widget size. MYOB Advanced DeviceHub This release intrduces the DeviceHub feature. On the Enable/Disable Features (CS ) frm, this feature is listed under Mnitring & Autmatin. When this feature is enabled, a system administratr can cnfigure a set f default printers and streamline the printing f dcuments fr users, regardless f the physical lcatin f the users and printers. New default settings fr all printers can be cnfigured at the user, dcument, and branch level t make printer selectin mre flexible and less errr prne. The list f dcuments sent fr printing can be managed directly frm MYOB Advanced, which prvides users with the ability t preview, reprint, and cancel the printing f a dcument frm the list. Multiple mass-prcessing frms have been extended with settings that make it pssible fr a user t select a printer manually r rely n the selectin made by the system based n the default settings. Als, a system administratr can cnfigure restrictin grups t cntrl user access t a particular printer. DeviceHub Deplyment and Enablement DeviceHub is a tl applicatin and can be run n a wrkstatin r a server independently frm a user sessin. Dwnlad the DeviceHub by clicking the Dwnlad MYOB Advanced Device Hub link n the Dwnlad MYOB Advanced Tls frm (AC ). MYOB Advanced Release Ntes Page 86 f 141

87 Platfrm The dwnlad is a ZIP file. A system administratr can extract the cntents f the file and run the DeviceHub.exe applicatin t cnfigure the applicatin settings and default printer settings (see the screenshts belw). DeviceHub is assciated with a particular tenant in MYOB Advance. Fr multiple cmpanies, the administratr needs t install and cnfigure a separate DeviceHub fr each tenant. After DeviceHub has been installed and cnfigured and default printer settings have been set up, the system administratr enables the DeviceHub feature n the Enable/Disable Features frm (CS ). MYOB Advanced Release Ntes Page 87 f 141

88 Then in Acumatica ERP, the administratr can d the fllwing: On the Printers (SM ) frm, review the list f printers cnfigured in DeviceHub and send this list t Acumatica ERP thrugh the API Platfrm Cnfigure user access t printers by using the Printer Access (SM ) frm Specify the default printer fr branches, users, and dcuments Autmatic Printer Selectin If a user decides t rely n the system fr printer selectin by selecting the Print with DeviceHub check bx n a mass-prcessing frm, the system priritizes the printers fr selectin as fllws: 1. The default printer specified fr the currently signed-in user n the User Prfile frm (SM ). 2. The default printer specified fr the dcument t be printed n the Reprting Settings tab f the preferences frm f the mdule f the mass-prcessing frm fr example, Accunts Receivable Preferences (AP ) fr a frm in the Accunts Receivable mdule. 3. The default printer specified fr the branch n the Branches frm (CS ). The user can instead select a printer manually frm the list f the available printers by selecting the Define Printer Manually check bx and specifying the printer in the Printer bx, as shwn in the fllwing screensht: Changes t the User Interface The fllwing new frms have been intrduced in this release: Printers (SM ): This frm lists the printers that have been cnfigured in DeviceHub and sent t Acumatica ERP thrugh the API. Print Jbs (SM ): This frm lists the dcuments sent fr printing and gives the user the ability t preview, reprint, and cancel printing f a dcument frm the list. Printer Access (SM ): By using this frm, the administratr can cnfigure access t the printers. Restrictin Grups by Printer (SM ): This frm lists the available restrictin grups and their access t the selected printer. MYOB Advanced Release Ntes Page 88 f 141

89 On the fllwing frms, the Mailings Settings tab has been renamed t Reprting Settings: Sales Orders Preferences (SO ) Purchase Orders Preferences (PO ) Purchase Requisitins Preferences (RQ ) Accunts Payable Preferences (AP ) Accunts Receivable Preferences (AR ) Platfrm Als, n the Reprting Settings tab f these frms, the Default Surces table nw includes the Branch and Default Printer clumns, s that the default printers can be specified fr particular dcuments and branches. A Default Printer bx has been added t the fllwing frms s that a default printer can be cnfigured fr particular users, branches, r cmpanies: User Prfile (SM ) Branches (CS ) Cmpanies (CS ) Finally, the fllwing mass-prcessing frms and dialg bxes have been extended with the printer selectin settings: The Prcess Shipments frm (SO ) if ne f the fllwing actins is selected: Print Labels Print Pick List Print Shipment Cnfirmatin The Prcess Invices and Mems frm (SO ) if the Print Invice actin is selected. The Print/ Orders frm (SO ) if the Print Sales Order/Qute actin is selected. The Print/ Purchase Orders frm (PO ) if the Print Purchase Order actin is selected. The Print Invices and Mems frm (AR ) if the Print Invice/Mem actin is selected. The Print Statements frm (AR ) if the Print Statement actin is selected. The Prcess Order dialg bx, which appears when a user clicks Quick Prcess n the Sales Orders frm (SO ). Fr mre infrmatin n the quick prcessing f sales rders, see Quick Order Prcessing 15. MYOB Advanced Release Ntes Page 89 f 141

90 Platfrm Enhanced Additin f Dashbards and Generic Inquiries t the Mbile Applicatin In previus versins f MYOB Advanced, it tk a lt f effrt t add dashbards and generic inquiries t the site map f the mbile applicatin. In the release, users wh are designing a dashbard r generic inquiry in MYOB Advanced can als make the system expse this dashbard r generic inquiry in the mbile applicatin. T supprt this functinality, the Display in the Mbile Applicatin check bx has been added t the Dashbards (SM ) and Generic Inquiry (SM ) frms, as shwn in the fllwing screenshts. When the Expse t Mbile check bx is selected fr a dashbard r generic inquiry, the system autmatically adds this dashbard r generic inquiry t the site map f the mbile applicatin cnnected t this instance. MYOB Advanced Release Ntes Page 90 f 141

91 Enhanced Update f Custmized Generic Inquiries Platfrm In previus versins f MYOB Advanced, if users custmized a predefined generic inquiry and updated their MYOB Advanced instance with a new build, cnflicts culd ccur if the update cntained changes in this generic inquiry. In MYOB Advanced , the system des nt update the settings f custmized generic inquiries during upgrade. Users can apply changes in the generic inquiries prvided with an update by resetting the settings f these generic inquiries t the default settings. In this case, all custmisatins will be lst, and custmizers shuld make the required changes again. A Reset t Default menu item has been added t the Clipbard tlbar buttn n the Generic Inquiry frm (SM ) (see the fllwing screensht), which a user can click t reset the settings f the selected generic inquiry t the predefined settings. MYOB Advanced Release Ntes Page 91 f 141

92 Quick Filters fr Generic Inquiry Results Platfrm In MYOB Advanced, the filtering f the results f generic inquiries has been simplified. On an inquiry frm, users can nw cnfigure a filter by dragging table clumns t the new filtering area (see the fllwing screensht) and save this filter fr future use. This filter, called a quick filter, enhances the functinality f simple clumn filters. All users wh have access t a generic inquiry frm can manage quick filters as fllws: Add as many fields t the filtering area as they need: A user drags clumn headers t the filtering area f a generic inquiry frm. Filter data in the generic inquiry n the fly: In the filtering area, a user selects field values, as shwn in the fllwing screensht. MYOB Advanced Release Ntes Page 92 f 141

93 Platfrm Save a filter fr future use: When a user clicks Save in the filtering area, the system creates a tab fr this filter n the generic inquiry frm. The system saves this filter fr nly the signed-in user wh clicked Save. Delete a filter: When a user clicks Remve in the filtering area, the system remves the tab with the filter frm the generic inquiry frm. Remve a field frm a quick filter: A user can drag a field frm the filtering area t the table area t remve the field frm the quick filter. Alternatively, users can add, remve, and mdify filters based n particular clumns by using clumn filters. Users wh have access t the Filters frm (CS ) can als share a quick filter and delete shared quick filters n a generic inquiry frm. The system displays all shared quick filters n the Filters frm (CS ). The Quick Filter clumn has been added t the Results Grid tab f the Generic Inquiry frm (SM ). Fr each rw fr which a generic inquiry designer selects the check bx in this clumn, the system adds a default quick filter t the generic inquiry frm (see the fllwing screenshts). MYOB Advanced Release Ntes Page 93 f 141

94 Platfrm Management f Recrd Number n Generic Inquiry Frms The table fter f generic inquiry frms has been redesigned in MYOB Advanced s that users can always view the number f recrds and pages displayed by the generic inquiry. In additin, users wh design a generic inquiry can nw limit the number f recrds that the system can exprt t Micrsft Excel. The limitatin is useful fr generic inquiries that cntain a lt f data (mre than 1000 recrds) because it significantly speeds exprt. The fllwing changes, which supprt the new functinality, have been made t the Generic Inquiry frm (SM ) (see the fllwing screensht): The Number Pages check bx has been remved. The Exprt Tp x Recrds bx has been added. In this bx, users can specify the maximum number f recrds that can be exprted t Micrsft Excel frm the generic inquiry frm when a user clicks Exprt t Excel n the table tlbar. MYOB Advanced Release Ntes Page 94 f 141

95 Platfrm The number f pages, the navigatin buttns, and the number f recrds are displayed n the table fter f a generic inquiry frm: If a request t the database takes t much time, and the system cannt calculate the number f recrds fr the generic inquiry befre timeut (the default timeut setting is six secnds), the system will display a warning message, and the table fter will nt display the number f recrds and will display page navigatin as it did in previus versins f MYOB Advanced. MYOB Advanced Release Ntes Page 95 f 141

96 Prjects Prjects Billing Wrkflw Enhancements and Invice Preview Substantial changes have been made t the Prjects mdule fr a mre flexible billing wrkflw, enhanced reprting capabilities, and simplified prject setup. These changes include the fllwing: Simplified budget structure and reprting: The prject budget is expsed at the prject level. Budget recrds are stred in a plain structure, which is available directly n the Prjects (PM301000) frm. Users can easily analyse the prject balances and prfitability in multiple dimensins by using pivt tables created n tp f budget recrds. The revenue budget can be defined by task r by task and item that is, with an extra level f detail fr large prjects. A cst budget line can be linked t a revenue budget line. These links give users flexible prfitability analysis by the revenue structure, which may nt exactly match the cst structure. A flexible draft invice wrkflw: A prject manager can wrk with a draft invice that riginates frm the Prjects mdule and is islated frm the Accunts Receivable mdule. A prject manager can review billable amunts, make decisins abut the amunts that exceed a limit, and crrect the draft invice right away. An internal apprval wrkflw f the draft invice can be perfrmed befre the dcument is sent t the client and prcessed by the accunting team, which minimizes crrectins in the Accunts Receivable mdule. A draft invice can be printed in a prject-specific frmat and ed in a prject-specific ntificatin frmat. Dedicated supprt fr billing frm a fixed amunt (prgress billing): The billing wrkflw is straightfrward and requires n allcatins. Flexible transactin-based billing: Time and material transactins can be billed immediately after they have been recrded in the system because the allcatin prcess is ptinal. Billing rules nw supprt frmulas and the gruping f billed transactins in invices by date, emplyee, vendr, and inventry item. A user can prcess ver-limit amunts in draft invices. A user can interact with the applicatin prcess f a billing limit amunt and select particular lines that shuld be included in the available limit f the invice. A user can add adjustment lines t draft invices t crrect billable transactins. A user can pstpne the billing f a certain amunt until the next invice r write ff a billable amunt. MYOB Advanced Release Ntes Page 96 f 141

97 Cmprehensive billing rules: Prject invices can be segregated by prject task. Prjects The descriptin f the invice can be dynamically cmpsed, based n the frmula specified in the billing rule. The branch t which the prject revenues are recrded can be flexibly cnfigured in the billing rule. Enhanced prject rates: A prject can be billed based n prices that are defined in the Accunts Receivable sales price lists, including freign currency prices. Multiple UI and UX enhancements. Yu can find mre infrmatin abut these features in the remaining sectins f this tpic. Simplified Budget Structure and Reprting The fllwing enhancements have been implemented fr the budget structure: The prject budget is nw defined at the prject level directly n the Prjects frm (PM ). On the Prjects frm (PM ), the budget is split int tw parts: Revenue Budget and Cst Budget. Hwever, all budget recrds are stred in the new PMBudget table. The revenue budget f each prject can be defined with the apprpriate level f detail, depending n the Revenue Budget Level setting f the prject, which can be Task r Task and Item. If a user wants t restructure a revenue budget fr example, if a prject was started with a revenue budget by task and then an extra level f detail became needed the user can remve recrds frm the Revenue Budget tab f the Prjects frm, change the revenue budget level, uplad new budget recrds, and validate the prject balance n the Validate Prject Balances frm (PM ) t make the system rebuild the actual and cmmitted amunts and quantities with the new structure. A user can analyse a prject's prfitability by revenue budget line regardless f the structure f the cst budget. A prject can have a set f tasks fr revenue budgeting and billing, and a different set f tasks fr cst accunting. Fr prfitability analysis, the user can link the cst budget lines f the prject t the apprpriate revenue budget lines by specifying the Revenue Task and Revenue Item n the Cst Budget tab f the Prjects frm and aggregate csts by specified links in reprts. Users can analyse budgets by using the fllwing capabilities: Users can use a quick filter by prject task n the Revenue Budget and Cst Budget tabs f the Prjects frm, as shwn in the fllwing screensht, and cntinue wrking with the budget recrds in a filtered view. That is, they can add new budget lines t the current task and mdify the filtered recrds. MYOB Advanced Release Ntes Page 97 f 141

98 Prjects Users can quickly aggregate budget amunts by selecting the Grup by Task check bx n the Revenue Budget and Cst Budget tabs f the Prjects frm t review ttals by task withut running any reprt, as shwn in the screensht belw. Users can easily analyse prject balances by task, inventry item, and accunt grup by using pivt tables that can be created n tp f a generic inquiry that retrieves data frm the PMBudget table. The fllwing generic inquiry and pivt table are nw available ut f the bx in the Prjects mdule fr budget analysis and exprt f budget recrds t MS Excel: Budget Details generic inquiry (PM.GI.00.10): This generic inquiry cntains the list f prject budget recrds in the system. Budget Summary by Accunt Grup pivt table (PM.PV.00.10): This pivt table shws the prject balances by accunt grup. A user can drill dwn frm a balance amunt in the pivt table t the list f budget recrds that result in that amunt. Draft Invice Wrkflw A prject manager can nw enable draft (pr frma) invices in the prject billing wrkflw. A draft invice is a new type f dcument that is displayed n the Pr Frma Invices frm (PM ), as shwn in the screenshts belw. A user can wrk with pr frma invices that are islated frm the Accunts Receivable mdule. The user can review and mdify billable transactins and amunts in a pr frma invice and reach agreement abut the dcument with all required parties befre the accunting team prepares the final Accunts Receivable invice. An accuntant simply releases the pr MYOB Advanced Release Ntes Page 98 f 141

99 Prjects frma invice, and the system creates the Accunts Receivable invice with all infrmatin cpied frm the pr frma invice. With this prcess, the cmpany can minimize crrectins in the Accunts Receivable mdule. T enable the pr frma invice wrkflw fr a prject, a user shuld select the Create Pr Frma n Billing check bx n the Summary tab f the Prjects frm (PM ). The pr frma invice supprts the fllwing prcesses: The review f and crrectins t billable amunts with an ptin t pstpne billing f a certain amunt until the next invice, r t write ff the needed amunt. The ability t directly add t a pr frma invice adjustment lines that d nt riginate frm the revenue budget r prject transactins. The ability t cntrl the applicatin f billing limit amunts t invice lines and make decisins n the amunts that exceed a limit directly in the invice. An apprval wrkflw based n a cmprehensive apprval map that may include a sequence f apprval steps. The ability t print a pr frma invice in the prject-specific frmat and send it t the client by . MYOB Advanced Release Ntes Page 99 f 141

100 Prjects The bulk release f pr frma invices, which can be perfrmed n the Prcess Pr Frma Invices frm (PM ) t prduce Accunts Receivable invices. The creatin f an Accunts Receivable invice r a credit mem, depending n the sign f the resulting pr frma invice. Psting t the General Ledger mdule frm nly an Accunts Receivable invice. A pr frma invice des nt generate prject transactins r General Ledger transactins directly. The draft invice amunt is reflected in a separate clumn n the Revenue Budget tab f the Prjects frm and cleared when the Accunts Receivable invice is released. A pr frma invice can be edited, printed, and sent t a custmer as many times as is necessary until an agreement is reached. Once all the necessary changes have been applied t the pr frma invice, it can be apprved and released t create the Accunts Receivable invice. During this prcess, the pr frma invice may have the fllwing statuses: On Hld: The pr frma invice can be edited as needed r deleted. Pending Apprval: The pr frma invice is read-nly and pending apprval befre the dcument can be prcessed further. This status is autmatically assigned t the pr frma invice when a user clears the Hld check bx n the Pr Frma Invices frm if an apprval wrkflw is required in the system fr pr frma invices. The system uses the rules defined by the apprval map t assign the pr frma invice t a wrkgrup r t particular emplyees fr apprval. The list f apprvers appears n the Apprval Details tab f the Pr Frma Invices frm. The pr frma invice that is pending apprval appears n the Apprvals frm (EP ). Rejected: The pr frma invice has been rejected by an apprver and requires further review and editing. Open: The pr frma invice has been apprved (if an apprval wrkflw has been cnfigured) and is ready fr release. Clsed: The pr frma invice has been released and the Accunts Receivable invice exists. If the Accunts Receivable invice is deleted, the pr frma invice is again given the Open status. Prject-Specific Invice Frmat A user can use different frmats f a printable pr frma invice depending n the particular prject. On the Mailing Settings tab f the Prjects frm (PM ), the user can specify a custm frmat and ntificatin template that shuld be used fr the printing and ing f the pr frma invices prepared fr that prject. In the Bill-t Cntact and Bill-t Address sectins f the Summary tab f the Prjects frm, a user can specify the cntact infrmatin f the custmer t whm the pr frma invices shuld be sent. This infrmatin is cpied t each pr frma invice created fr the prject and can be mdified at the invice level. MYOB Advanced Release Ntes Page 100 f 141

101 Prjects The default Pr Frma Invice frm (PM ) used fr printing is shwn in the fllwing screensht. This frm supprts the printing f header-level and line-level ntes by default. Ntes The pr frma invices f a prject can be released nly ne by ne, starting frm the earliest ne. The nly exceptin is when multiple pr frma invices segregated by invice grup have been generated during a single iteratin f the billing prcess; in this case, these pr frma invices can be released in any rder. A pr frma invice can be released nly after the Accunts Receivable invice f the preceding pr frma invice has been released. If the Detail Ttal f a pr frma invice is negative n the Pr Frma Invices (PM307000) frm (fr example, if a user has added a negative adjustment line in MYOB Advanced Release Ntes Page 101 f 141

102 Prjects an amunt greater than the amunt f the billable lines), the system creates an Accunts Receivable credit mem n release f the pr frma invice. The dcument details f an unreleased Accunts Receivable dcument that riginates frm a pr frma invice are displayed in read-nly mde n the Invices and Mems (AR301000) frm. T make a crrectin f the Accunts Receivable dcument, a user needs t delete this dcument and start ver frm the pr frma invice. Tax calculatin is temprarily nt supprted in pr frma invices. A pr frma invice can be created nly thrugh the prject billing prcess and nly assigned an autmatically generated reference number. Users cannt manually enter new pr frma invices n the Pr Frma Invices frm. Dedicated Supprt fr Billing frm a Fixed Amunt A simple wrkflw is nw prvided fr prjects that are gradually billed frm a fixed cntract amunt. A variety f these billing prcesses include the prgress billing and fixed price billing mdels. On the Billing Rules frm (PM ), the new Prgress Billing type f billing step has been intrduced, as shwn in the screensht belw. Prgress billing des nt invlve allcatins and can be executed right after a pending invice amunt is added t a revenue budget line f a prject. With the new step f a billing rule, the prject setup and the billing wrkflw prceed as fllws: On the Revenue Budget tab f the Prjects frm (PM ), a user adds a revenue budget line with a Revised Amunt t a prject. T prvide a billable amunt (fr example, n a mnthly basis), the user ppulates the Pending Invice Amunt r Cmpleted (%) clumn n the Revenue Budget tab f the Prjects frm fr the revenue budget lines t make the system calculate the Pending Invice Amunt as fllws: Pending Invice Amunt = Revised Amunt * Cmpleted (%) / 100 Draft Invices Amunt - Actual Amunt. The user runs the prject billing prcess t create a pr frma invice (r an Accunts Receivable invice, depending n the selected wrkflw). MYOB Advanced Release Ntes Page 102 f 141

103 Prjects The system creates the invice with the amunts taken frm the Pending Invice Amunt clumn f the Revenue Budget tab f the Prjects frm fr the revenue budget lines. The system updates the Draft Invices Amunt f the revenue budget lines with the Pending Invice Amunt and clears the Pending Invice Amunt. The invice lines that are prduced by the prgress billing are displayed n the Prgress Billing tab f the Pr Frma Invices frm (PM ). Nte: If a prject task uses a billing rule that has n Prgress Billing step, the system des nt recalculate the Pending Invice Amunt n update f the Cmpleted (%) clumn f the Revenue Budget tab f the Prjects frm fr the revenue budget lines that belng t the task, and the system ignres any pending invice amunt f these lines during the billing prcess. Nte: The Actual Quantity f the Revenue Budget tab f the Prjects frm is always zer in the revenue budget lines that are billed nly by prgress billing. Flexible Transactin-Based Billing A simple wrkflw is nw prvided fr prjects that are billed based n prject transactins. T supprt a variety f billing mdels, n the Billing Rules frm (PM ), the new Time and Material type f billing step has been intrduced, as shwn in the screensht belw. A billing rule may have a number f Time and Material steps fr different accunt grups f transactins that shuld be used t determine the inviced amunts by different frmulas. The Time and Material billing can be executed right after the prject transactins that match the selectin criteria have been prvisined in the system. The allcatin prcess can be executed befre billing if necessary. With the new step f a billing rule, the prject setup and billing wrkflw prceed as fllws: In the Line Quantity Frmula and Line Amunt Frmula bxes f a Time and Material billing step, a user can use fields and attributes frm such entities as the prject, prject budget, prject task, prject transactin, custmer, vendr, MYOB Advanced Release Ntes Page 103 f 141

104 Prjects emplyee, inventry item, and accunt grup. The user can als use different surces f the prject rates: thse frm the rate tables that can be cnfigured in the Prjects mdule, and thse frm sales price lists that are defined in the Accunts Receivable mdule. The invice lines that are prduced by the Time and Material billing are displayed n the Time and Material tab f the Pr Frma Invices frm (PM ). The Time and Material type f a billing rule supprts the aggregatin f prject transactins by date, emplyee, vendr, and inventry item. Fr a selected pr frma invice line, the user can click View Transactins Details n the table tlbar f the Time and Material tab f the Pr Frma Invices frm t drill dwn t the list f prject transactins fr which the Billed Quantity and Billed Amunt have been calculated by the frmula f the billing rule (as shwn in the fllwing screensht). These values are summed t prduce the respective Billed Quantity and Billed Amunt f the pr frma invice line. If a user remves a line frm the Transactin Details dialg bx r frm the Time and Material tab, the line will appear in the next invice. A user can mdify the Amunt t Invice in a pr frma invice line and make a decisin abut the difference between the calculated Billed Amunt and the crrected Amunt t Invice by selecting the needed ptin in the Status clumn f the invice line, as shwn in the screensht belw. The difference can be pstpned until the next invice (Hld Remainder) r written ff by this invice (Write ff Remainder). The whle amunt f the pr frma invice line can als be written ff (Written Off) and will nt shw up in future invices. MYOB Advanced Release Ntes Page 104 f 141

105 Prjects Nte: The remaining amunt will nt be added t a pr frma invice if the Accunts Receivable invice that cntains the line frm which the remainder riginates is nt released. If the billing limit amunts are defined fr the lines f the revenue budget f the prject, the system applies the limit amunts t the invice lines as a running ttal, starting frm the first line n the Time and Material tab f the Pr Frma Invices frm. Fr each line f the invice, the system subtracts the Amunt t Invice frm the Max Available Amunt and uses the reduced amunt as the available limit fr the next line. Invice lines fr which the Over Limit Amunt becmes nnzer exceed the limit. The user can rearrange lines within the invice by dragging them t apprpriate psitins t make the system apply the limit amunts t the needed lines f the invice. The user can als insert an adjustment line int the pr frma invice and mve it t the needed psitin, as shwn in the screensht belw. These added lines are als included in the limit applicatin and can decrease r increase the limit ttal. MYOB Advanced Release Ntes Page 105 f 141

106 Cmprehensive Billing Rules The fllwing additinal enhancements have been implemented fr billing rules: Prjects A user can select the Bill Separately check bx fr a task n the Prject Tasks frm (PM ) t make the system create separate invices (either pr frma invices r Accunts Receivable invices, depending n the billing wrkflw f a prject) fr that task during prject billing. During the billing prcess, the system grups the billable amunts int invices by the custmer, the custmer lcatin, the Bill Separately setting f each prject task, and the Invice Grup f the billing rules t which the prject tasks refer. On the Billing Rules frm (PM ), fr bth the Prgress Billing and Time and Material billing steps, in the Invice Descriptin Frmula bx, a user can specify an expressin t make the system cmpse the dcument descriptin dynamically fr each invice during the billing prcess. In the Use Destinatin Branch frm bx f the Billing Rules frm (PM ), a user can specify a dynamic surce f the destinatin branch fr an invice line, which can be ne f the fllwing ptins: Surce Transactin: The branch frm the surce transactin. (This ptin is displayed nly fr the Time and Material billing type.) Current Branch: The current active branch. (This ptin is displayed nly fr the Prgress Billing billing type.) Billing Rule: The value specified in the Destinatin Branch bx f the Billing Rules frm. Prject: The branch f the prject assciated with the underlying transactin r budget line. The default branch fr the prject is specified in the Branch bx f the Summary tab n the Prjects frm (PM ). Task: The branch f the task assciated with the underlying transactin r budget line. The default branch fr the task is specified in the Branch bx f the Summary tab n the Prject Tasks frm (PM ). Custmer: The branch assciated with the custmer's lcatin n the Custmer Lcatins frm (AR ). Emplyee: The branch assciated with the emplyee n the Emplyees frm (EP ). The billing prcess uses the riginating branch frm the prject settings n the Prjects frm (PM ) and the destinatin branches frm the surces accrding t the billing rules. When an Accunts Receivable invice is released, the Accunts Receivable accunt is updated under the riginating branch f the invice, while the revenue amunts are recrded t the destinatin branches f the invice lines. MYOB Advanced Release Ntes Page 106 f 141

107 Enhanced Prject Rates Prjects As an alternative t the rate tables f the Prjects mdule, it is nw pssible t use the sales prices that are defined n the Sales Prices frm (AR ) as the prject billing rates. This adds the fllwing new billing ptins: Prmtinal and regular rates Price class-specific and custmer-specific rates Multi-currency rates UOM-specific rates Vlume-specific rates Warehuse-specific rates fr materials A user can use parameter in a frmula that calculates the billing amunt t retrieve the effective sales price during the prject billing prcess, as shwn in the fllwing screensht. Empty Item Cde fr Prject Budgets The empty item cde, which by default has the <N/A> value, has been intrduced instead f the NULL (empty) value in the Inventry ID element f varius frms in the Prject mdule. Fr example, the <N/A> value is added t budget lines instead f the empty value in the Inventry ID clumn n the Revenue Budget and Cst Budget tabs f the Prjects (PM ) and Prject Transactins (PM ) frms, and n the Time and Material tab f the Pr Frma Invices frm (PM ). MYOB Advanced Release Ntes Page 107 f 141

108 Prjects With the value fr the empty item cde, users can filter any list by the <N/A> inventry ID. Fr example, users can filter the list f prject transactins by the <N/A> value n the Cst Budget tab f the Prjects frm, as shwn in the fllwing screensht. Users can change the default empty item cde in the Empty Item Cde bx f the General Settings tab n the Prject Preferences frm (PM ) see the fllwing screensht: If users build custm reprts fr prject transactins, recrds with the empty item cde will be returned when the JOIN peratr is used fr the InventryItem table in a database query. MYOB Advanced Release Ntes Page 108 f 141

109 Prjects Ntes If an empty value f an inventry ID is imprted frm Micrsft Excel r ther system mdules t prject dcuments, the system replaces it with the <N/A> value. The default unit f measure (UOM) value fr an item with empty inventry ID is Hur. Users can change a UOM value fr the <N/A> inventry ID. When financial dcuments are generated based n the prject dcuments with the <N/A> inventry ID (fr example, an AR invice is created based n a prject billing), the system replaces the <N/A> value with NULL in the financial dcuments. If lines in the tables f the Revenue Budget and Cst Budget tabs n the Prjects frm are gruped by task and a user adds a new line, the system inserts the <N/A> value in the Inventry ID clumn f the new line. Other Enhancements The fllwing enhancements have been als implemented fr the Prjects mdule: On the Tasks tab f the Prjects frm (PM ), a user can nw activate all tasks f a prject r cmplete all tasks f the prject with a single click. The ability t edit riginal budget amunts and quantities n the Prjects frm nw depends n the budget lck status and is independent frm the prject and task statuses. A user can nw prtect the Budgeted Amunt and Budgeted Quantity clumns f a budget line frm editing by applying the Lck Budget actin t the prject. The lck applies t bth the Revenue Budget tab and the Cst Budget tab. The Unlck Budget actin reverses the Lck Budget actin and makes the clumns available fr editing again. The access t the Unlck Budget actin can be restricted by a user rle. The fllwing separate check bxes have been intrduced n the Summary tab f the Prjects and Prject Tasks (PM ) frms t cntrl the visibility f the prject r prject task, respectively, in the Time & Expenses mdule: Time Entries: The visibility fr the time activity and time card entry within the prject r prject task Expenses: The visibility fr the expense receipt and expense claim entry within the prject r prject task Edit buttns have been added t the Prject and Custmer bxes acrss data entry frms in the system. Hyperlinks have been added t Accunts Receivable dcument references n the Invices tab f the Prjects frm. On the Prjects frm, the selectr f the Prject ID bx has been extended with additinal clumns, including Custmer, Custmer Name, and Prject Manager. On the Prjects Preferences frm (PM ), in the new Restrict Prject Selectin bx, a user can specify whether all prjects r nly prjects that belng t the selected custmer shuld be displayed in the prject selectr n data entry frms in the Accunts Receivable and Sales Orders mdules. MYOB Advanced Release Ntes Page 109 f 141

110 Prjects The new TMPROJECT segmented key, which can be viewed and edited n the Segmented Keys frm (CS ), defines the frmat f prject template identifiers n the Prject Templates frm (PM ). The aut-numbering that can be specified in the PROJECT segmented key nw applies t prject identifiers nly. The aut-numbered prjects and prject templates may still share the same numbering sequence, if needed. On the Enable/Disable Features frm (CS ), the feature that enables the Prjects mdule is nw called Prject Accunting. Prject Mdule Enhancements Multiple new imprvements have been implemented fr the Prjects mdule in MYOB Advanced These imprvements are briefly described belw. Ability t Uplad Unbilled Transactins Nw a user can add unbilled prject transactins that have been created after a pr frma invice was created t a pr frma invice n the Pr Frma Invices frm (PM ) withut deleting the invice and creating it again. Als, the user can nw delete transactins frm ne pr frma invice and then add them t anther pr frma invice. Fr these purpses, the new Uplad Unbilled Transactins buttn (shwn in the fllwing screensht) has been added t the Time and Material tab f this frm. MYOB Advanced Release Ntes Page 110 f 141

111 Prjects By clicking the Uplad Unbilled Transactins buttn, the user invkes the Uplad Unbilled Transactins dialg bx, which shws the list f unbilled transactins that can be upladed t the pr frma invice (see the screensht belw). In this dialg bx, the user can select specific transactins r all transactins, and uplad them t the pr frma invice. When an invice is created, the lines f the pr frma invice are rdered n the Time and Material tab by the billing rule steps applied and by the prject transactin reference number within each billing step. After the user has upladed the needed unbilled transactins, the upladed transactins are appended t the end f list f pr frma lines (s that after uplad, users can identify them easily). Tax Calculatin in Pr Frma Invices Pr frma invices nw supprt tax calculatin. The system fills in the default tax-related settings (which yu can change) n the Pr Frma Invices frm (PM ) as fllws: The tax zne the system inserts fr the pr frma invice in the Custmer Tax Zne bx n the Financial Details tab is the ne specified fr the custmer lcatin n the Custmer Lcatins frm (AR ). If n tax zne fr the custmer lcatin has been specified, the tax zne is nt inserted fr the invice. Fr each prgress billing line f the pr frma invice n the Prgress Billing tab, the system cpies the tax categry frm the related revenue budget line n the Revenue Budget tab f the Prjects frm (PM ). If n tax categry fr the revenue budget line has been specified, the tax categry is nt filled in fr the prgress billing line. Fr each time and material line (including each adjustment line) n the Time and Material tab, the system inserts the tax categry f the item specified in the pr frma invice line, r f the task if there is n item in the line r if the tax categry f the item has nt been specified. Otherwise, the system des nt insert a tax categry in the time and material line. MYOB Advanced Release Ntes Page 111 f 141

112 Prjects A new Tax Details tab has been added t the Pr Frma Invices frm (PM ) t display the tax details f the invice (see the fllwing screensht). The tax details are calculated in a pr frma invice based n the tax categry specified in each line f the pr frma invice n the Prgress Billing and Time and Material tabs (except when Avalara integratin is cnfigured). Taxes applied t the dcument amunt and the line amunt are supprted. Nte: An Avalara-cnfigured tax is applied t a pr frma invice just as it is applied t an Accunts Receivable invice. On the Pr Frma Invices frm, users can nw view the fllwing ttals: Prgress Billing Ttal Time and Material Ttal Detail Ttal (Prgress Billing Ttal + Time and Material Ttal) Tax Ttal Invice Ttal (Detail Ttal + Tax Ttal) Ntes Inclusive taxes are nt supprted. If an inclusive tax is applied t a pr frma invice, the system returns the PM Errr: Inclusive tax is nt supprted errr message and des nt allw a user t release the pr frma invice. When Avalara integratin is cnfigured, the Actins menu f the Pr Frma Invices frm includes the Recalculate Avalara Tax actin, which is used t invke the recalculatin f tax details. When Avalara integratin is cnfigured, the Tax is nt up t date warning message is always shwn fr the Tax Ttal bx f the Pr Frma Invices frm. Tax details in an Accunts Receivable invice that riginates frm a pr frma invice are read-nly, s that the invice ttals match between the pr frma invices and the crrespnding Accunts Receivable invices. MYOB Advanced Release Ntes Page 112 f 141

113 Imprvements t the Pr Frma Invice Prcessing Wrkflw Prjects On the Time and Material tab f the Pr Frma Invices frm (PM ), if a user changes the values f the Unit Price and Quantity t Invice clumns f a pr frma invice line, the system nw recalculates the value in the Amunt t Invice clumn. With this recalculatin, users can pstpne the billing f a certain quantity until the next billing iteratin r write ff the desired quantity by changing the status f the pr frma line. The system calculates the amunt t invice as fllws: Amunt t Invice = Unit Price * Quantity t Invice. If needed, a user can manually change the amunt t invice. Users can add and edit the time and material lines f a pr frma invice nly when it has the On Hld status. Prject-Specific Frmat f Accunts Receivable Invices Yu can use different frmats fr printable Accunts Receivable invices depending n the prject. An invice frmat may depend n the prject type; fr instance, an installatin prject may have ne invice frmat, and a repair prject may have a different invice frmat. Als, a default invice frmat can be specified fr particular custmers, with this frmat used fr all prjects f this custmer unless a different frmat is specified fr the prject. Fr example, a cmpany might use a particular invice frmat fr gvernment custmers, r fr custmers wh wrk with a particular bank t get lans fr their prjects (and this bank dictates the invice frmat). On the Mailing Settings tab f the Prjects frm (PM ), users can specify a custm frmat and an ntificatin template that shuld be used fr the printing and ing f the Accunts Receivable invices prepared fr that particular prject, as shwn in the screensht belw. If a prject template is specified fr a prject in the Template bx n the Prjects frm, the mailing settings are cpied frm the template, but they can be verridden, if needed. In the Bill-t sectin f the Summary tab f the Prjects frm, users can specify the cntact infrmatin f the custmer t whm the Accunts Receivable invice shuld be sent. This infrmatin is cpied t each invice and can be mdified at the dcument level. MYOB Advanced Release Ntes Page 113 f 141

114 Prjects On the Mailing Settings tab f the Prject Preferences frm (PM ), the mailing with the INVOICE ID defines the default printable frmat used fr prject-related Accunts Receivable invices. The default frmat is shwn in the screensht belw. This reprt is a cpy f the Invice/Mem reprt (AR ): the printed frm used fr standard Accunts Receivable invices. Users d nt need t edit the mailing IDs (that is, the identifiers f particular mailings) n the Prjects Preferences frm (PM ) because if they want t specify custm mailings fr a particular prject, they can specify them directly in the prject. MYOB Advanced Release Ntes Page 114 f 141

115 Prject Budget Frm Prjects The new Prject Budget frm (PM ) (see the screensht belw) has been created t give users the ability t perfrm the fllwing actins with the prject budget recrds in the system: Manually add and update budget recrds f any type View transactins and cmmitments fr budget lines Uplad and exprt budget lines f any type frm and t Excel Imprt and exprt budget lines f any type with the help f scenaris Als, yu can apply saved filters t the frm. Budget Update by Inventry ID A prject cst budget is updated by the prject cst transactins, regardless f whether the prject cst budget has been predefined. Nw yur rganisatin can cntrl whether the autmatically added (when a crrespnding prject transactin is released) prject cst budget line is created with the inventry ID and unit f measure (UOM) filled in r withut these values being filled in. The new Cst Budget Update bx has been added t the General Settings tab n the Prject Preferences frm (PM ) with the fllwing ptins (see the screensht belw): Detailed: When a cst transactin is psted and n cst budget line is predefined fr this inventry ID, a new line is added t the Cst Budget tab f the Prjects frm (PM ) (with the Inventry ID and UOM clumns ppulated), and bth the actual quantity and the actual amunt f the transactin are recrded. If a cst budget line fr this inventry ID already exists, then the values in the Actual Quantity and Actual Amunt are updated. Summary (the ptin used in previus versins): When a cst transactin is psted, n cst budget line is predefined fr this inventry ID, and there is n budget line with an empty item cde (<N/A> by default) in the Inventry ID clumn, a new line is added t the Cst Budget tab f the Prjects frm with an empty item cde, and nly the actual amunt is recrded. If a cst budget line with an empty item cde already exists, then the values in the Actual Quantity and Actual Amunt clumns are updated. MYOB Advanced Release Ntes Page 115 f 141

116 Prjects Other Enhancements When the Grup by Task check bx is selected n the Revenue Budget r Cst Budget tab f the Prjects frm (PM ), the ttals f each clumn are displayed at the end f the table f the crrespnding tab: MYOB Advanced Release Ntes Page 116 f 141

117 Prjects On the Invices and Mems frm (AR ), a user can nw navigate directly t the Pr Frma Invices frm (PM ) by using the View Pr Frma menu cmmand and view the pr frma invice frm which the current Accunts Receivable invice riginates. This menu cmmand becmes available in the Inquiries menu (as shwn in the screensht belw) if the invice being viewed has riginated frm a pr frma invice. Fr invices that d nt riginate frm any pr frma invice, the menu cmmand is unavailable. Attributes can be specified n Prject Templates frm (PM ). If an attribute value is specified fr a prject template, the attribute value is cpied frm the prject template t any prject based n the template. On the Pr Frma Invices frm, if the Over-Limit Ttal value exceeds zer, the system displays a warning when a limit vilatin ccurs. The setting in the Validate T&M Revenue Budget Limits bx n the Prjects Preferences frm (PM ) determines whether users can release a pr frma invice (the Ignre ptin) r nt (the Validate ptin) when the warning is displayed. Tracking f Cmmitments MYOB Advanced nw supprts the tracking f purchase rders and sales rders by prject as the prject cst cmmitments and prject revenue cmmitments, respectively. These cmmitments affect the executin status f a prject. A user can track the budget and actual amunts f a prject, as well as the riginal cmmitments that remain pen. Fr details n cmmitment tracking, see Tracking f Cmmitments in the MYOB Advanced User Guide. A user can perfrm varius tasks with cmmitments, described in the sectins f this tpic. Tracking the Cmmitted Cst by Purchase Order The system tracks the cmmitment cst in the base currency fr the Nrmal and Drp- Ship lines f the purchase rders assciated with a prject. These cmmitments are called internal because they riginate frm dcuments created in the system, in cntrast t external cmmitments that can be imprted int MYOB Advanced. The system tracks the internal cmmitment cst if the Internal Cmmitment Tracking check bx is selected n the Prject Preferences (PM ) frm. MYOB Advanced Release Ntes Page 117 f 141

118 Prjects When a user saves a purchase rder created n the Purchase Orders frm (PO ) with the Open status and the rder refers t a prject, the system creates a cmmitment recrd fr each purchase rder line in the amunt f the Ext. Cst f the line. These cmmitments are updated as sn as the rder line is changed (fr example, when the quantity r amunt f the line is crrected r the rder line is cmpleted r cancelled). Users can review the cmmitment recrds n the Cmmitments frm (PM ). The riginal cmmitment amunt is displayed in the Amunt clumn f the line. Fr a new cmmitment, the Open Amunt equals the riginal cmmitted amunt. When a purchase rder is received, the system updates the Received Quantity and reduces the Open Amunt f the cmmitment line by an amunt prprtinal t the received r billed quantity as fllws: Open Amunt = Open Amunt Amunt * Received Quantity / Quantity. The system updates the Received Quantity f the cmmitment line depending n the type f the purchase rder line as fllws: Fr the purchase rder lines that are prcessed thrugh a purchase receipt, the cmmitment lines are updated with the received quantity when the purchase receipt is released. Fr the purchase rder lines that are billed directly withut a purchase receipt being prcessed, the cmmitment lines are updated with the inviced quantity when the Accunts Payable bill is released. When the Accunts Payable bill that crrespnds t the purchase rder is released, the Inviced Amunt is updated with the Ext. Cst f the bill line. After a purchase rder has been clsed, the Open Amunt f the cmmitment lines becmes zer. If a purchase rder has been received partially r cancelled, the incmplete amunts are als subtracted frm the Open Amunt. The validatin prcess n the Validate Prject Balances frm (PM ) recreates the internal cmmitment recrds based n the amunts and quantities in the lines f purchase rders if the tracking f prject cmmitments is enabled. Tracking Cmmitted Revenue by Sales Order The system tracks the cmmitment revenue in the base currency fr the lines f sales rders assciated with a prject. These cmmitments are als internal. The system tracks the internal cmmitment revenue if the Internal Cmmitment Tracking check bx is selected n the Prject Preferences frm (PM ). Als, the Cmmitted Tracking check bx shuld be selected n the Order Types frm (SO ) fr the rder type fr which the cmmitment tracking is required. When a user saves a sales rder created n the Sales Orders frm (SO ) with the Open status and the sales rder refers t a prject, the system creates a cmmitment recrd fr each sales rder line in the amunt f the Ext. Cst f the line. These cmmitments are updated as sn as the rder line is changed (fr example, when the quantity r amunt f the line is crrected, r the rder line is cmpleted r cancelled). On the Cmmitments frm (PM ), the riginal cmmitment amunt is displayed in the Amunt clumn. Fr a new cmmitment, the Open Amunt equals the riginal cmmitted amunt. MYOB Advanced Release Ntes Page 118 f 141

119 Prjects When a sales rder is shipped, the system updates the Received Quantity and reduces the Open Amunt f the cmmitment line by an amunt prprtinal t the shipped r inviced quantity as fllws: Open Amunt = Open Amunt Amunt * Received Quantity / Quantity. The system updates the Received Quantity f the cmmitment line depending n whether a shipment is prcessed fr the sales rder as fllws: Fr the sales rder lines that are prcessed thrugh a shipment, the cmmitment lines are updated with the shipped quantity when the shipment is cnfirmed. Fr the sales rder lines that are inviced directly withut shipment prcessing, the cmmitment lines are updated with the inviced quantity when the Sales Orders invice is released. When the Accunts Receivable invice that crrespnds t the sales rder is released, the Inviced Amunt is updated with the Amunt f the invice line. After a sales rder has been cmpleted, the Open Amunt f the cmmitment lines becmes zer. If a sales rder has been delivered partially r canceled, the incmplete amunts are als subtracted frm the Open Amunt. Lines f return sales rders are recrded as cmmitment lines with the negative amunts if cmmitment tracking is enabled fr the applicable return rder type (fr example, a credit mem). The validatin prcess n the Validate Prject Balances (PM504000) frm recreates the internal cmmitment recrds based n the amunts and quantities in the lines f sales rders fr which the tracking f prject cmmitments is enabled. Aggregating Cmmitted Data fr Reprts The cmmitment data aggregated by the prject budget line key (Prject ID, Prject Task ID, Inventry ID, and Accunt Grup ID) is available in the analytical reprts and n the fllwing frms: On the Prjects frm (PM ), in the respective clumns n the Revenue Budget and Cst Budget tabs. Fr a selected budget line, a user can click View Cmmitments n the table tlbar t review the detailed cmmitment recrds n the Cmmitments frm (PM ). On the Rw Sets frm (CS ), in the Amunt Type bx f the Data Surce f a rw, fr rw sets f the PM type. On the Clumn Sets frm (CS ), in the Amunt Type bx f the Data Surce f a clumn, fr clumn sets f the PM type. On the Unit Sets frm (CS ), in the Amunt Type bx f the Data Surce f a unit, fr unit sets f the PM type. Integrating Cmmitments with External Systems Prject cmmitments d nt necessarily have t riginate frm purchase rders r sales rders that exist in the system. Users can imprt cmmitment recrds frm an external system int MYOB Advanced fr further analysis against budget and actual figures. These cmmitment recrds are called external in cntrast t internal nes that riginate frm dcuments created in the system. After the initial imprt, users can update imprted cmmitment recrds as the prject ges n and the system changes the applicable pen MYOB Advanced Release Ntes Page 119 f 141

120 Prjects cmmitted amunts and inviced amunts. Imprted cmmitment recrds have the External type n the Cmmitments frm (PM ) and are identified in MYOB Advanced by the external reference number, as shwn in the screensht belw. The selectin f the Internal Cmmitment Tracking check bx n the Prject Preferences frm (PM ) is nt necessary fr the imprt f external cmmitment recrds. T create an external cmmitment recrd, n the tlbar f the Cmmitments frm (PM ), a user can click Create External Cmmitment and then ppulate the necessary settings f the External Cmmitments frm (PM ), which pens. This frm is als available fr writing imprt and exprt scenaris and fr the Web Services API. Change Management In MYOB Advanced , a new change rder functinality has been intrduced. User can nw cntrl changes f the prject's budgeted and cmmitted values and cntrl the prfitability f every change initiated by a custmer. The change rder is a dcument fr prfitability analysis and an audit trial f changes t the prject revenue budget, cmmitments, and budgeted csts. Change rders d nt alter the riginal figures f a prject directly; they are tracked separately frm the riginal figures fr analysis. Change rders prvide the fllwing functinality: The ability t recrd changes t prject revenue budget, cst budgets, and cmmitments. With the change rder wrkflw enabled fr a prject, the revised values f the prject are calculated as riginal values affected by change rders as fllws: Revised Amunt = Original Amunt + Released Change Orders. MYOB Advanced Release Ntes Page 120 f 141

121 Prjects The screenshts belw shw change rder clumns n the Revenue Budget and Cst Budget tabs f the Prjects frm (PM ). The ability t review the list f change rders related t a prject n the Change Orders tab f the Prjects frm (PM ), as shwn in the fllwing screensht: The ability t see n the Cmmitments frm (PM ) changes fr each purchase rder, as well as the riginal and cmmitted values. The ability t see n the Change Orders tab f the Purchase Orders frm (PO ) the list f change rders that affect the purchase rder. The ability t see the prfitability f every change f the prject budget initiated by the custmer. MYOB Advanced Release Ntes Page 121 f 141

122 Prjects with the Change Order Wrkflw T enable the change rder wrkflw fr a prject, a user shuld d the fllwing: Prjects 1. On the Enable/Disable Features frm (CS ), enable the Change Orders feature. 2. On the Summary tab f the Prjects frm (PM ), select the Change Order Wrkflw check bx, and save changes t the prject. The change rder wrkflw may include the fllwing stages: Change rder entry Change rder apprval Change rder printing and ing Change rder release Change rder reversal Prject Budget Freeze During the initial stage f a prject, after the prject budget has been agreed upn, the user can lck the riginal figures frm further editing by using the Lck Budget actin n the Prjects frm (PM ). After the riginal values are lcked, the fllwing scenaris can be used t update the revised budget figures: If the prject des nt use the change rder wrkflw, the revised budget figures can be edited manually n the Prjects frm (PM ). The fllwing clumns f the prject with the lcked budget are read-nly n the Revenue Budget and Cst Budget tabs f the Prjects (PM301000) frm: Budgeted Quantity, Unit Rate, and Budgeted Amunt. With the change rder wrkflw enabled fr the prject, the revised budget figures becme read-nly, and all changes t the prject budget can be made nly with change rders. The system updates the revised budget figures based n the change rders as fllws: Revised Amunt = Original Amunt + the amunt f the released change rders. The fllwing clumns f the prject with the lcked budget are read-nly n the Revenue Budget and Cst Budget tabs f the Prjects (PM301000) frm: Budgeted Quantity, Unit Rate, Budgeted Amunt, Revised Quantity, and Revised Amunt. The Lck Budget actin n the Prjects frm (PM ) applies t bth the Revenue Budget and Cst Budget tabs f the Prjects frm (PM ). The Unlck Budget actin makes the riginal budget figures available fr editing even if the change rder wrkflw has been enabled fr the prject. Change Order Creatin A new change rder can be created either directly n the Change Orders frm (PM ) r n the Prjects frm (PM ) if the user clicks Create Change Order n the frm tlbar. In the change rder, the user can enter the necessary amendments t the prject budget and cmmitments. The change rder prvides the ability t see the riginal budgeted amunts, the apprved and draft change rder MYOB Advanced Release Ntes Page 122 f 141

123 Prjects amunts, and the revised budgeted amunts when a user edits a change rder line. The fllwing user scenaris are supprted n the Change Orders frm (PM ): On the Revenue Budget and Cst Budget tabs (see the fllwing screenshts): Creatin f a new budget line with a psitive amunt Creatin f a new budget line with a negative amunt Additin t an existing budget line Deductin frm an existing budget line On the Cmmitments tab (see the fllwing screensht): Creatin f a new purchase rder with a new line Additin f a new line t an existing purchase rder Additin t an existing purchase rder line Deductin frm an existing purchase rder line Nte: The deductin frm the amunt and quantity f a purchase rder line can be n greater than the Received Qty. and Received Amunt f the line. MYOB Advanced Release Ntes Page 123 f 141

124 Prjects A change rder dcument can als have the fllwing attributes: Ntes and attachments at the change rder summary level Ntes and attachments at the change rder detail level Detailed descriptin f the change rder A change rder dcument has the fllwing reference numbers: Reference Nbr.: The number f the change rder in the system. This number is assigned t each change rder based n the CHANGEORD numbering sequence, which is selected n the Prject Preferences frm (PM ) and can be reviewed r mdified n the Numbering Sequences frm (CS ). Revenue Change Nbr.: The number f the change rder within the prject. Each prject has its wn numbering sequence f change rders fr printing. The Revenue Change Nbr. is an integer that the system assigns sequentially, starting frm 1 and then 2, 3, and s n. The last assigned number fr the prject is shwn in the Last Revenue Change Nbr. bx in the Prject Prperties area f the Summary tab f the Prjects frm (PM ). A user can manually change the Revenue Change Nbr. f a particular change rder. (Duplicate numbers within a prject are nt allwed.) In this case, the user shuld respectively change the Last Revenue Change Nbr. f the crrespnding prject s that the system cntinues t assign these numbers crrectly. External Reference Nbr.: The external reference number. This number is entered manually and can be ppulated with an identifier required by the custmer r with the number frm an external system integrated with MYOB Advanced. Fr infrmatin abut particular UI elements n the Change Orders frm (PM ), MYOB Advanced Release Ntes Page 124 f 141

125 Change Order Apprval A change rder supprts the standard MYOB Advanced apprval prcess. Prjects The apprval map can be cnfigured n the Assignment and Apprval Maps frm (EP ) and then specified n the Prject Preferences frm (PM ) alng with the default pending change rder apprval ntificatin, as shwn in the fllwing screenshts: The apprval prcess is ptinal; the cnfiguratin f the apprval prcess can be skipped and a user can create an apprved change rder right away. MYOB Advanced Release Ntes Page 125 f 141

126 Change Order Printing Prjects A user can print a change rder with any status. Fr the printing f change rders, the system uses the frm that is specified n the Mailing Settings tab f the Prject Preferences frm (PM ). By default, this is the Change Order reprt (PM ), which is shwn in the screensht belw. This reprt supprts the printing f revenue budget lines, header-level and line-level ntes, and detailed descriptins f change rders. A user can verride the default printed frm by defining a prject-specific reprt n the Mailing Settings tab f the Prjects frm (PM ). Fr a prject, a user can specify a custm print frm and ntificatin template that shuld be used fr the printing and ing f change rders prepared fr the prject. On the Billing Settings tab f the Prjects frm, a user can als specify the cntact infrmatin f the custmer t whm change rders prepared fr the prject shuld be sent. Release f a Change Order When a change rder is released, the balances and cmmitments f the crrespnding prject are updated as fllws: If the prject has a revenue budget line with the same prject task, cst cde r inventry item, and accunt grup as a revenue budget line f the change rder, the system updates the fllwing clumns f the revenue budget line f the prject n the Revenue Budget tab f the Prjects (PM301000) frm: Budgeted CO Quantity = The ttal quantity f released change rders Budgeted CO Amunt: = The ttal amunt f released change rders Revised Budgeted Quantity = Original Budgeted Quantity + Budgeted CO Quantity Revised Budgeted Amunt = Original Budgeted Amunt + Budgeted CO Amunt Pending Invice Amunt = Cmpleted (%) * Revised Budgeted Amunt Actual Amunt Draft Invices Amunt Nte: As the result f the update, this amunt can take ratinal values, including negative nes. If the prject des nt have a revenue budget line with the same prject task, cst cde r inventry item, and accunt grup as a revenue budget line f the change rder, the system creates a new revenue budget line fr the prject based n the revenue budget line f the change rder. If the prject has a cst budget line with the same prject task, cst cde r inventry item, and accunt grup as a cst budget line f the change rder, the system updates the fllwing clumns f the cst budget line f the prject n the Cst Budget tab f the Prjects frm: Budgeted CO Quantity = The ttal quantity f released change rders Budgeted CO Amunt: = The ttal amunt f released change rders Revised Budgeted Quantity = Original Budgeted Quantity + Budgeted CO Quantity MYOB Advanced Release Ntes Page 126 f 141

127 Prjects Revised Budgeted Amunt = Original Budgeted Amunt + Budgeted CO Amunt If the prject des nt have a cst budget line with the same prject task, cst cde r inventry item, and accunt grup as a cst budget line f the change rder, the system creates a new cst budget line fr the prject based n the cst budget line f the change rder. If a cmmitment line f the change rder has the Update status, the system updates the fllwing values f the crrespnding purchase rder line n the Dcument Details tab f the Purchase Orders frm (PO ) based n the cmmitment line f the change rder: Order Qty. = Original Order Qty. f the purchase rder line + Quantity f the cmmitment line f the change rder Open Quantity = Order Qty. Qty. n Receipts Ext. Cst = Original Ext. Cst f the purchase rder line + Amunt f the cmmitment line f the change rder Open Amunt = Ext. Cst Received Amunt Requested Date = Date f the cmmitment line f the change rder If a cmmitment line f the change rder has the New Line status, the system adds a new line with the fllwing values t the crrespnding purchase rder t the Dcument Details tab f the Purchase Orders based n the cmmitment line f the change rder: Order Qty. = Quantity f the cmmitment line f the change rder Ext. Cst = Amunt f the cmmitment line f the change rder Requested Date = Date f the cmmitment line f the change rder If any cmmitment lines f the change rder have the New Dcument status, the system grups these lines by vendr and prduces a new purchase rder dcument fr each vendr based n the cmmitment lines f the change rder as fllws: The Order Date f a created purchase rder is the earliest date f the cmmitment lines f the change rder. The Requested Date f each purchase rder line is the Date f the cmmitment line f the change rder. The system generates the default descriptin f a created purchase rder by using the fllwing frmula: Descriptin = 'Change Order #' + [PMChangeOrder.RefNbr]. A purchase rder that riginates frm a change rder cannt be edited r remved and can be nly cancelled, cmpleted, r altered by a yet anther change rder. Fr each purchase rder line updated by a change rder, the system updates the crrespnding prject cmmitment n the Cmmitments frm (PM ). Fr each purchase rder line created frm a change rder, the system creates a new prject cmmitment. In these cmmitments, the fllwing values are updated as fllws: MYOB Advanced Release Ntes Page 127 f 141

128 Revised Cmmitted Quantity = Order Qty. f the purchase rder line Revised Cmmitted Amunt = Ext. Cst f the purchase rder line Cmmitted CO Quantity = Revised Cmmitted Quantity Original Cmmitted Quantity Cmmitted CO Amunt = Revised Cmmitted Amunt Original Cmmitted Amunt Prjects Cmmitted Open Amunt = Open Amunt f the purchase rder line If the prject has a cst budget line with the same prject task, cst cde r inventry item, and accunt grup as an updated r newly created cmmitment, the system updates the cst budget line f the prject n the Cst Budget tab f the Prjects frm. Otherwise, the system creates a new cst budget line fr the prject based n the cmmitment. Fr infrmatin abut particular UI elements n the Prjects frm (PM ), see the Prjects frm reference tpic in the MYOB Advanced User Guide. Change Order Reversal After release, a change rder can n lnger be changed and can nly be reversed. When the change rder is reversed, the system creates a new change rder with lines that reverse the impact f the riginal change rder. In this reversing change rder, the quantity and amunt f a cmmitment line cannt be greater than the Received Qty. and Received Amunt f the crrespnding purchase rder line. A cmmitment line f this reversing change rder als cannt reduce the Order Qty. f a purchase rder line t zer. A user may cancel the purchase rder line in this case. Change Order Classes Change rder classes make it pssible t split change rders by their impact n prjects and by additinal attributes that classes can have. A user can als segregate changes by class in reprts t analyse, fr example, which types f changes have the greatest impact n prject prfitability. Fr instance, by using a change rder class, a user can create an internal change rder that des nt affect the revenue budget f prjects and is nt assigned any reference number within a prject. This class f change rders des nt have the Revenue Budget tab n the Change Orders frm (PM ). A list f attributes can be als specified fr a change rder class t be available in each change rder belnging t the class. Change rder classes supprt the use f glbal attributes defined n the Attributes frm (CS ). MYOB Advanced Release Ntes Page 128 f 141

129 Prjects Change rder classes can be cnfigured n the Change Order Classes frm (PM ), which is shwn in the fllwing screensht. The default change rder class, which is assigned t each newly created dcuments n the Change Orders frm, can be specified n the Prject Preferences frm (PM ), as shwn in the fllwing screensht. Fr infrmatin abut particular UI elements n the Change Order Classes frm (PM ), see the Change Order Classes frm reference tpic in the MYOB Advanced User Guide. Purchase Order Wrkflw with Change Orders Change rders can be created fr the Nrmal type f purchase rders. The change rder wrkflw affects the standard purchase rder life cycle as fllws: The change rder wrkflw is autmatically enabled fr a nrmal purchase rder if at least ne purchase rder line refers t a prject with the change rder wrkflw enabled. After a purchase rder with the change rder wrkflw has been assigned the Open status, the purchase rder cannt be remved r put n hld. MYOB Advanced Release Ntes Page 129 f 141

130 Prjects A purchase rder with the Pending Print r Pending status cannt be remved frm the system if there is a change rder that refers t this purchase rder. A purchase rder with the Open status and with the change rder wrkflw enabled can be mdified by means f change rders nly. A purchase rder with the Open status r an pen line f this purchase rder can be cancelled r cmpleted. Ability t Cntrl the Original Cmmitted Values At the initial stage f a prject, after the riginal cmmitments have been agreed n with vendrs and entered int the system, a user can lck the cmmitments fr the prject, after which all further amendments t the cmmitted figures shuld be tracked as prject changes by change rders. The fllwing cmmands in the Actins menu becme available n the Prjects frm (PM ) when the change rder wrkflw is enabled fr a prject: Lck Cmmitments: When this actin is applied fr a prject, purchase rders fr this prject cannt be created directly n the Purchase Orders frm (PO ), existing purchase rders cannt be put n hld, and the cmmitments f the prject can be mdified by means f change rders nly. Unlck Cmmitments: This actin gives users the ability t directly enter purchase rders fr the prject. Cst Cdes MYOB Advanced intrduces a new cst cde feature. Cst cdes represent an additinal classificatin level fr prject revenues and prject csts, as subaccunts d in the General Ledger mdule. The Cst Cde element has been added t varius frms in the system s that it can be specified fr General Ledger transactins and all dcument lines acrss the system where prjects can be referenced, such as the lines f prject budgets, Accunts Payable bills, purchase rders, Accunts Receivable invices, expense entries, time cards, and rate tables f prjects. The cst cdes feature can be used nly with the Cnstructin Editin. T start using the feature, n the Enable/Disable Features frm (CS ), a user enables the Cst Cdes feature. The list f cst cdes, which can be used system-wide, is cnfigured n the Cst Cdes frm (PM ). Yu can manually create cst cdes as well as uplad a list f cst cdes frm an Excel file. A cst cde has the fllwing UI elements: Cst Cde: The cde that is used fr psting Descriptin: The default descriptin specified fr the cst cde, which can be verridden in a particular cst budget line f a prject When the Prject Accunting feature is enabled n the Enable/Disable Features frm, even if the Cst Cdes feature is nt enabled, the system creates the default 0000 cst cde with the DEFAULT descriptin. When the Cst Cdes feature is enabled, n the Cst Cdes frm (PM ), a user can change this cst cde and its descriptin but cannt delete the default cst cde because its system identifier is ne f the cmpnents f the cmpund key in the PMBudget table in the database. MYOB Advanced Release Ntes Page 130 f 141

131 Prjects Cst cdes have a segmented structure, which can be cnfigured n the Segmented Keys frm (CS ) fr the COSTCODE segmented key. Initially, COSTCODE is a nesegment key that cnsists f fur numeric symbls. The fllwing screensht displays the Cst Cdes frm (PM ) with the list f cst cdes fr which COSTCODE has been cnfigured t have three segments, with each segment cnsisting f tw numbers. Nte: The Cst Cde f the DEFAULT cst cde has been als changed. Prject Budgets with Cst Cdes With the Cst Cdes feature enabled n the Enable/Disable Features frm (CS ), n the Summary tab f the Prjects frm (PM ), in the Revenue Budget Level bx, the revenue budget f a prject can be defined at the Task and Cst Cde detail level, as shwn in the fllwing screensht. Prject budget lines are nw represented by cst cdes instead f inventry items, as shwn in the fllwing screenshts. MYOB Advanced Release Ntes Page 131 f 141

132 Prjects The cst cdes presented in prject budgets are cnsidered prject-specific. The Cst Cdes selectr n MYOB Advanced frms has the crrespnding Prject Cdes filter tab. When a user selects a cst cde fr a dcument line with the selected prject, prject task, and accunt, n the Prject Cdes filter tab f the lkup table, the system shws the cst cdes that are used in budget lines f the same prject, fr the same prject task, and fr the same accunt grup that crrespnds t the accunt (see the fllwing screensht). The cst cde descriptin that is displayed in the Prject Cdes filter tab f the selectr is retrieved frm the crrespnding prject budget line. The All Recrds filter tab f the selectr lists all the existing cst cdes. Fr infrmatin abut prject budgets with cst cdes, see the Prject Cst Cdes tpic in the MYOB Advanced User Guide. MYOB Advanced Release Ntes Page 132 f 141

133 Prject Billing by Task and Cst Cde Prjects With the Cst Cdes feature enabled n the Enable/Disable Features frm (CS ), a prject can be billed by task and cst cde. Prgress billing by task and cst cde is available fr prjects with the Task and Cst Cde revenue budget level. Time and material billing by task and cst cde is available fr a prject with any revenue budget level. Bth types f billing wrk similarly t billing by task and inventry item. Fr infrmatin abut prject billing, s User Guide. Frms that Supprt Cst Cdes A user can create purchase rders, Accunt Payable bills, and ther entities fr which cst cdes are specified and can use cst cdes in reprts and pivt tables. The fllwing list f frms and dcuments nw includes the Cst Cde element: Prject Transactins frm (PM ) Change Orders frm (PM ): The Revenue Budget (when the Revenue Budget Level is Task and Cst Cde), Cst Budget, and Cmmitments tabs Pr Frma Invices frm (PM ): The Prgress Billing and Time and Material tabs Prjects frm (PM ): The Revenue Budget (when the Revenue Budget Level is Task and Cst Cde) and Cst Budget tabs Cst Cdes frm (PM ) Prject Budget frm (PM ) Prject Transactins inquiry frm (PM ) Cmmitments inquiry frm (PM ) Pr Frma Invice reprt (PM ) Change Order reprt (PM ) Prject Balance reprt (PM ) Prject Templates (PM ) frm: The Revenue Budget (when the Revenue Budget Level is Task and Cst Cde) and Cst Budget tabs Task frm (CR ) Activity frm (CR ) Event frm (CR ) Activity frm (CR ): The Details tab Emplyee Time Activities frm (EP ) Emplyee Time Card frm (EP ): The Summary and Details tabs Equipment Time Card frm (EP ): The Summary and Details tabs Expense Receipt frm (EP ) Expense Claim frm (EP ): The Expense Claim Details tab MYOB Advanced Release Ntes Page 133 f 141

134 Prjects Jurnal Transactins frm (GL ) Jurnal Vuchers frm (GL ) Transactins frm (CA ) Bills and Adjustments frm (AP ) Quick Checks frm (AP ) Invices and Mems frm (AR ) Cash Sales frm (AR ) AR Invice reprt (AR ) Sales Orders frm (SO ) Invices frm (SO ) Purchase Orders frm (PO ) Purchase Receipts frm (PO ) Purchase Order reprt (PO ) Receipts inquiry frm (IN ) Issues inquiry frm (IN ) Frms that Will Supprt Cst Cdes The supprt f cst cdes is planned fr the future fr the fllwing frms: Rate Tables frm (PM ) Rate Lkup Rules frm (PM ) Rw Sets frm (CS ) Clumn Sets frm (CS ) Unit Sets frm (CS ) Purchase Order reprt (PO ) AR Invice reprt (AR ) Nte: As a wrkarund fr the Purchase Order (PO ) and AR Invice (AR ) reprts, a user can add the Cst Cde clumn t these reprts by creating a custm versin f the reprt. MYOB Advanced Release Ntes Page 134 f 141

135 Prjects Other Imprvements t Prjects Retainage in Prject Invices The ability t specify retainage in prject invices is nw available fr any prject if the Retainage Supprt feature is enabled n the Enable/Disable Features frm (CS ). A user can specify the default retainage percentage fr a prject n the Summary tab f the Prjects frm (PM ). Retainage tracking is supprted fr prgress billing and time and material billing f prjects. If the draft invice (that is, pr frma invice) wrkflw is used, the retained amunts are cpied frm the pr frma invice t the Accunts Receivable invice when the latter is created. Als, fr a particular prject, a user can review the infrmatin n the retainage held, released, and paid by invice n the Invices tab f the Prjects frm (PM ). Retainage in Prject Cst Cmmitments Prject cst cmmitments are calculated with respect t retainage in purchase rders. The amunt values n the Cmmitments frm (PM ) include the retained amunt, while the related purchase rder line itself cntains the amunt after retainage in the Amunt bx n the Dcument Details tab f the Purchase Orders frm (PO ). The fllwing elements n the Cmmitments frm (PM ) are calculated including the retainage: Original Cmmitted Amunt Cmmitted CO Amunt Revised Cmmitted Amunt Cmmitted Open Amunt Cmmitted Inviced Amunt On the Cst Budget tab f the Prjects frm (PM ), the cmmitment-related clumns display values cnsistent with thse n the Cmmitments frm (PM ). The Material Stred Amunt in a Prgress Billing Pr Frma Invice A prgress billing pr frma invice supprts the scenari f including the material stred amunt in the amunt t be inviced. If the Cnstructin feature is enabled n the Enable/Disable Features frm (CS ), the fllwing clumns are available n the Prgress Billing tab f the Pr Frma Invices frm (PM ): Amunt: The riginal line amunt calculated by the prgress billing rule Material Stred: The amunt f the material stred The value f the Amunt t Invice clumn, which is als lcated n the Prgress Billing tab, is calculated as the sum f the values in the Amunt clumn and the Material Stred clumn. The fllwing screensht displays the Prgress Billing tab f the Pr Frma Invices frm (PM ) with material stred amunt specified. MYOB Advanced Release Ntes Page 135 f 141

136 Prductin Data Tracking Prjects A new set f clumns is available n the Cst Budget tab f the Prjects frm (PM ) if the Track Prductivity Data check bx is selected n the Summary tab f this frm fr the prject. The new clumns, which reflect the current prductin values, are: Cst t Cmplete: The current prjected amunt that is required t cmplete the cst budget line, as reprted frm the field. Cst at Cmpletin: The current prjected ttal cst amunt f the cst budget line, as reprted frm the field. Percentage f Cmpletin: The current apprximate percentage f prject cmpletin that crrespnds t the cst budget line, as reprted frm the field. Nte: The imprting f data int these clumns can be scheduled n a regular basis by means f an imprt scenari r with a web service API call. The additinal clumns listed belw have been added t the Cst Budget tab f the Prjects frm s that users can imprt extra infrmatin t be tracked in the system and analysed against the budget figures. The clumns are intended primarily fr capturing prductin data that can be regularly received frm the field t supprt the fllwing scenaris: The prject manager has access t the current prductin values and can cmpare them t the planned budget figures t determine the prject prductivity at the mment. The prject manager can build the prductin trend based n the histry f the imprted values t determine if any crrective actins need t be taken t reach the planned values. Every time a new value is entered int ne f the clumns listed abve and the user's changes are saved, the system cpies the previus value in the clumn t ne f the fllwing crrespnding clumns: Last Cst t Cmplete: The previus Cst t Cmplete value Last Cst at Cmpletin: The previus Cst at Cmpletin value Last Percentage f Cmpletin: The previus Percentage f Cmpletin value The screensht belw shws the Cst Budget tab f the Prjects frm (PM ) with the prductin data ppulated. MYOB Advanced Release Ntes Page 136 f 141

137 Prjects The clumns described in this sectin are available in the PMBudget table fr generic inquiries and Reprt Designer reprts. The histry f values that were imprted int the current prductin clumns is stred in the new PMBudgetPrductin table, which is als available fr use in custm generic inquiries and Reprt Designer reprts. If necessary, the set f prductin clumns can be extended by means f standard custmisatin techniques. Fr instance, hurs t cmplete, hurs at cmpletin, and ther metrics can be added. Imprvements t the Prject Balance Reprt The fllwing enhancements have been intrduced in the Prject Balance reprt (PM ): Prject and task reprt input parameters Subttals by prject task and balance type Prject ttals by balance type, with the prfitability margin calculated as ttal incme minus ttal expenses Enhanced layut Imprved errr and warning messages t help the user t trublesht issues Nw users can access the Prject Balance reprt (PM ) frm the Prjects frm (PM ) by selecting the Prject Balance cmmand n the Reprts menu: MYOB Advanced Release Ntes Page 137 f 141