Accountants Enterprise Practice Manager

Accountants Enterprise Practice Manager Version 4.6 M Powered Invoices User Guide

Copyright 2011 MYOB Technology Pty Ltd. All rights reserved. Disclaimer MYOB Technology Pty Ltd has made every attempt to ensure the accuracy, relevance and completeness of this material but excludes (to the extent allowed by legislation) any warranties regarding it. Furthermore MYOB, its staff and agents shall not be liable for any loss, cost or damage (however incurred including negligence) arising out of errors or omissions in the material, especially if such materials contain information sourced from third parties or the ATO/IRD. In some cases the materials provided contain case studies (applying particular accounting standards or legislation) and anecdotes which may not directly apply to the user's circumstances and are used as representative examples only and should not be considered as authoritative advice regarding any accounting standard, law or industry opinion. MYOB advises that if the user wishes to rely on the case studies contained in the material then it must seek professional advice before doing so. Furthermore reliance on the representative examples in the seminar materials is at the user's own risk. Special Permissions Copyright MYOB acknowledges the permission of Thomson Legal and Regulatory Limited to utilise the templates from the XYZ Model Financial Accounts written by Moore Stephens Pty Ltd. MYOB claims copyright in respect of all published content. None of the material published herein may be copied or altered or distributed in any format without the prior written consent of MYOB. Trademarks All trademarks used in this material are owned by MYOB Technology Pty Ltd or the indicated registered owners of the trademarks. Users are forbidden from using, copying or transporting the trademarks without express prior written consent. AppleShare and Macintosh are registered trademarks of Apple Computer, Inc., registered in the United States and other countries. LiveLinks is a trademark of Ceedata Holdings Pty Ltd. Microsoft, MS DOS, Windows, Windows NT, Windows BackOffice and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Novell and Netware are registered trademarks of Novell, Inc. MYOB Technology Pty Ltd ABN 30 086 760 269 12 Wesley Court Burwood East VIC 3151 Accountants Enterprise Practice Manager Version 4.6 M Powered Invoices User Guide Printed: 7 March 2011

Contents Overview of MYOB M Powered Invoices What is the M Powered Invoices service?........................................ 4 How does your business benefit?............................................4 How do your customers benefit?............................................5 How does the M Powered Invoices service work?..............................5 Technical Support............................................................... 7 Help us to help you.....................................................7 Online Help and User Guide..................................................... 8 Using the online help....................................................8 Using the online PDF...................................................10 Setting up MYOB M Powered Invoices Setting up...................................................................... 11 Using M Powered Invoices Printing invoices................................................................ 15 Adding the How to pay section to an invoice.................................15 What next?.............................................................15 Things to remember while printing the How to pay section..................15 Processing and recording payments............................................ 17 Understanding your payment advice........................................17 Importing customer payments.............................................19 To import customer payments and adjustments from an MYM file.............19 Entering customer Payments...............................................19 Monthly statement.......................................................19 Payment adjustments.......................................................... 20 Overpayments...........................................................21 Refunds................................................................22 Service fees information on the monthly statement............................22 M Powered Invoices charges and fees.....................................22 MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 3

Overview of MYOB M Powered Invoices This section provides a broad overview of MYOB M Powered invoices and tells you where and how you can access MYOB Support and online help. See: What is the M Powered Invoices service? on page 4 Technical Support on page 7 Online Help and User Guide on page 8 What is the M Powered Invoices service? M Powered Invoices is a service that makes it easier for your customers to pay you, as well as giving you a convenient and secure method of receiving and recording these payments. M Powered Invoices enables you to generate invoices that offer your customers a range of payment methods. Your customers can pay you using: Bpay using phone or internet banking services Credit Card using an automated phone system or visiting a website on the internet. Your customers can use VISA, MasterCard or Bankcard POSTbillpay in person by taking your invoice to any Australia Post office. Your customers can pay either in cash, or by EFTPOS. Payments made to these invoices are deposited directly to your business bank account as cleared funds and a notification is then sent to you detailing the invoice numbers and amounts paid. How does your business benefit? More payment options for your customers: By offering your customers a wide range of payment methods some of which can be accessed 24 hours a day, seven days a week it s easier for your customers to pay you, and pay you on time. Improved cashflow: By making it easier for your customers to pay you in a way that suits their needs better and by reducing the time it takes for their money to arrive in your account you can get your money faster, improving your cashflow. Reduced payment processing time and cost: Because payments are automatically deposited into your business bank account as cleared funds, there s no need to waste time writing up cheque payments, processing credit cards, or queuing at the bank. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 4

Overview of MYOB M Powered Invoices More secure payments: By crediting customer payments directly to your business bank account, M Powered Invoices reduce the security risks associated with cash and cheque handling, as well as the potential for fraud. Enhanced perception of your business: Adding BPAY, Credit Card and POSTbillpay in person to your invoices lends credibility to your business and enhances your professional image. How do your customers benefit? Paying you the way they want to: By using M Powered Invoices, your customers can pay you in a way that suits them: using BPAY, a credit card, by paying over the counter at any Australia Post outlet, or by using any other payment methods your business is currently offering. An alternative to cheques: Many people find writing and recording cheques tedious. In addition, from a customer s point of view, not knowing whether a cheque has been presented is a further disincentive to pay by cheque. Easier payment scheduling: If your customers are paying your invoices through BPAY online, they have the option to pay immediately, or on some future date (such as the due date). Security: M Powered Invoices payment methods offer some of the highest levels of security. Receipt numbers are issued for all transactions made using the service, and your customers don t have to worry about carrying large quantities of cash or about cheques going astray. Cost savings: MYOB does not charge your customers for using M Powered Invoices to pay you. Also, by paying electronically, they can save on postage and cheque fees as well as save time and effort with their own accounts processing. How does the M Powered Invoices service work? You create M Powered Invoices using the Billing Wizard in your MYOB AE Viztopia Practice Management software and send them to your customers. M Powered Invoices have a specific section that contains icons for various payment methods. The MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 5

Overview of MYOB M Powered Invoices How to pay section replaces the remittance advice printed on standard invoices. The appearance of this section is shown below. 1. Your customer pays the M Powered invoice using one of the payment methods offered, such as Bpay, Credit Card or POSTbillpay in person. 2. The payment is credited to the Commonwealth Bank, our sponsoring bank. 3. Details of all the payments made by your customers are sent to M Powered Services each day. 4. M Powered Services instructs our sponsoring bank to transfer funds to your nominated business bank account. 5. A payment advice is emailed to you each business day detailing all the payments made by your customers. It also contains the total amount deposited into your nominated business bank account. 6. Payments are recorded in the Debtors module. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 6

Overview of MYOB M Powered Invoices The following diagram summarises the above process. Technical Support If you have a technical question that you cannot answer with the provided tools, contact MYOB Customer Care and Support. Support services include email, phone and web based support from our corporate web site. To log a support call via our web site, click https://my.myob.com.au/. To send an email containing files relating to a logged support call, follow the directions provided by Support. To log a support call by telephone, call 1300 555 666. You must be a registered user to access MYOB Customer Care and Support services. These services are subject to the prices, terms and conditions in place at the time the service is used. Help us to help you When contacting MYOB Customer Care and Support via email or phone, please provide the following information for the fastest possible service: MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 7

Overview of MYOB M Powered Invoices Product serial number (registration number). Your name, company name, phone number and client code. Exact product name and version number. Type of operating system (for example, Windows XP Pro, SP3). Complete description of the issue, including steps to reproduce it. Exact wording of any messages displayed when you encountered the problem. Any steps taken to resolve the problem. Online Help and User Guide The online help included with MYOB products helps you use the application and services effectively. It is designed to help you: By providing details about the various options available for customising PM to meet your specific needs. You can access the online Help from almost anywhere in PM. Open the online help by selecting Help > Help Topics from the main menu, or click in the window to highlight a heading or field and press [F1]. This displays information in the main Help window. Note: The Toolbar, Tasks Bar and Toolbox are not help sensitive hovering over these and pressing [F1] does not open help about them. Any help which does open will relate to an open page in the main content area of the window. To access appropriate help information for these items, select Help > Help Topics from the main menu, then navigate to the appropriate page using the techniques described in Using the online help, below. Using the online help Some of the features of MYOB Help are: A Contents page, an Index and a full Search facility. To the left of the main help window is a Contents panel from where you can quickly access all help topics in the application. Use the Search tab to look for specific items using your own search text. Use the Index to locate specific terms and phrases. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 8

Overview of MYOB M Powered Invoices Show Contents, Highlight, Next/Last topic and Browse buttons. Note that the first button varies, depending on whether you opened Help using F1, or from the Help menu: F1 view: Help menu view: Click Show Contents,, to open the Contents tab if it is not visible. (The button will be replaced by Highlight topic in Contents,.) Click to highlight where you are in the Contents. Click to open the next page in the Contents, and to open the previous page. Click to move back through the pages you have browsed, and to move forward. Print button,. Click to open your standard Windows print dialog, ready to select and print the visible Help topic. PDF button,. Click to open the complete documentation in Adobe PDF book format. See full details under Using the online PDF on page 10. Pop up definitions of terms used in MYOB. Click a green link to open a pop up help topic (a topic which displays in a secondary window). To exit a pop up window, click anywhere outside the window. You will remain in the same main help topic. While using the help system you can print topics by clicking on the help window toolbar. Or you can print from the PDF copy (see Using the online PDF on page 10). A blue link jumps you to another help topic. Breadcrumbs at the top of each help page show where you are in help. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 9

Overview of MYOB M Powered Invoices Click blue parts of the breadcrumbs to move back. For example, click Overview to move back to the Overview topic, or User Guide to open the first page of help. Using the online PDF You can also access the book version of the help information as an Adobe PDF. To do this, you can either click at the top right of the help window, or select Help > User Guide from your MYOB application s main menu. You can search through the entire book using Acrobat Search, save the PDF on your hard drive, and print pages, sections or the entire book. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 10

Setting up MYOB M Powered Invoices To get started with M Powered Invoices, first read the email information from MYOB which was sent when your application for M Powered Invoices was approved. It was sent to the address specified in your application, and contained: Payee Number the unique number that identifies payments to your business. BPAY biller code the code you need to enter on your invoice form. BPAY biller name the biller name you need to enter on your invoice form. Maximum payment value per invoice the maximum amount that can be accepted for payment if a customer chooses to pay by credit card. Setting up To set up your M Powered Invoices, contact your MYOB Consultant or follow the instructions below. To set up M Powered Invoices 1. Open MYOB AE Practice Management. 2. Select Maintenance > User Defined > Configuration from the main menu to open the Configuration page. 3. Enter the four M Powered configuration keys: Key Name Key Value Comment MPBillerName MYOB Pay Services As provided in your Welcome email MPBillerCode 716597 BPay Code MPCCMax <credit card maximum amount> Credit card maximum value as nominated in your application MPCCPhoneNo 1300 855 558 Credit card payment phone number 4. Click OK. 5. Select Maintenance > Internal > Companies from the main menu to open the Companies page. 6. Enter the Payee Number as provided in your Welcome email. This number is unique to the business approved for M Powered Invoices. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 11

Setting up MYOB M Powered Invoices Note: You will have received a separate Payee Number for each of your businesses using M Powered Invoices. If you need more information about separate Payee Numbers, contact your Client Manager or speak to MYOB M Powered Services on 1300 555 931. 7. Click OK. 8. Select Maintenance > Documents > Document Styles from the main menu to open the Document Styles page. 9. Enter the M Powered Invoice Document styles: Description Enabled Word Template Type: M Powered Invoice Ticked <location of M Powered Feenote template> Client Bill 10. Press Enter. 11. Click OK. 12. Select Maintenance > Client/Supplier > Payment Type from the main menu to open the Payment Type page. 13. Enter M Powered Invoices in the Description field. 14. Click OK. 15. Select Maintenance > Configuration from the main menu to open the Configuration screen. 16. Enter the following: Name: Key Value: Comment: Subscriber 1 Leave blank 17. Press [Enter]. 18. Click OK. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 12

Setting up MYOB M Powered Invoices 19. Select Maintenance > Bill Sequencing from the main menu to open the Bill Sequence=screen. To ensure the invoice number is numeric and always unique, set up a bill sequence. Choose which option best suits your practice. i.e. Company, Dept.,Office or Partner (most practices choose Company). 20. Enter the following: Subscriber: Company: Company: Range Start: Range End: Next in Sequence: Select Publisher from drop down list Select the company name from drop down list Select the company name again from the drop down list Enter the starting range for invoice numbers ensuring it is larger than the last invoice number issued Enter the ending invoice number Leave blank. 21. Select the Unique Bill Sequence and Unique Bill Number checkboxes. 22. Repeat Step 20. for each company, office, department and partner. 23. Select Maintenance> Security> Task Permissions from the main menu. 24. Select the appropriate Security Group. 25. Click Other. 26. Deselect #Bills #Can Edit Bill Number. 27. Repeat Step 25. and Step 26. for each Security Group. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 13

Setting up MYOB M Powered Invoices Note: Modifying the security permission stops the users editing the bill number in the Billing wizard. Now that you ve set up M Powered Invoices, the How to pay section will be printed on all new invoices. 28. Optional Step To have your Invoices to always print as M Powered Invoices: a. Select Maintenance > System > Document Style Defaults. b. Select M Powered from the drop down list. c. Click OK. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 14

Using M Powered Invoices This chapter takes you through the following: Printing invoices: You will learn how to prepare, customise and print invoices for the services you provide using the Invoicing module. Once your customer has paid your invoice and you have received the payment advice, payments are recorded in the Debtors module. Customising invoices: AE Practice Management allows you to customise the layout of invoices so that the design best suits your needs. Using the Invoice/ Statement designer, you can choose the size and colour of the font, position the information as you require, etc. Once you have designed an invoice or a statement, you can then save it as a template to use when you need. Importing customer payments: This section takes you through the steps on how to import customer payments for each business day from an MYM file. Reconciling accounts: MYOB AE Practice Management allows you to print a Transaction Audit report based on a payment type. This means that you can generate reports in MYOB AE Practice Management for each payment option. Allocating customer payments: Payments, including under and overpayments, can be easily allocated. MYOB AE Practice Management allows you to view a list of outstanding invoices for a particular customer and then allocate the payments made based on your allocation method. Printing invoices Adding the How to pay section to an invoice You can print standard invoices with the remittance advice or a How to pay section detailing the services you offer to your customers. To print a bill that includes the How to pay section: When creating a new bill, at Stage One of the Billing Wizard, click the Style drop down and select M Powered. This action selects the template which includes the How to pay section on the invoice. What next? Things to remember while printing the How to pay section We recommend that you do not print barcodes using a dot matrix printer. Before you start printing barcodes, check your printer for the following: toner do not print invoices containing barcodes when printer toner is low MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 15

Using M Powered Invoices compress mode do not set printers to compress mode paper barcodes are best printed on white paper. How to pay section requirements table Description Symbol/Text Requirements M Powered Services logo BPAY logo BPAY biller code BPAY biller name BPAY text Australia Post POSTbillpay logo Biller code: 888888 Biller name Contact your financial institution to make this payment from your bank account (excluding credit cards). Minimum payment $10.00. The following biller name will appear on your bank statement: MYOB Pay Services. Must be displayed in the topright position of the How to pay section of your invoice. Logo must not be resized. BPAY logo and customer reference box are to be displayed together. Payment details advice must be co located with the logo and customer reference box. Must be entered as per the allocated biller code in the letter in the Welcome Kit. Must be entered as per the allocated biller name in the letter in the Welcome Kit. Text must be displayed with the BPAY payment method. Must be displayed with the In person logo. POSTbillpay logo must be displayed in conjunction with the barcode. Payment details advice must be co located with the logo and barcode. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 16

Using M Powered Invoices Description Symbol/Text Requirements In person logo Australia Post barcode Credit Card symbol Credit Card text To pay via MasterCard or VISA. by INTERNET: myob.com.au/ ezybillpay by PHONE: 1300 855 558 Minimum payment $10.00. Maximum payment [Value]. Quote Ref: [Ref] The symbol must be displayed directly under the POSTbillpay logo. Each end of the barcode must have a space of 3 mm from other printed data. The symbol must be displayed with the Credit Card payment details advice. The words Quote Ref and the corresponding Customer Reference number must be in one line. Text must be displayed with the Credit Card payment method. The minimum payment amount cannot be changed from $10.00. Processing and recording payments Understanding your payment advice The payment advice has two main sections: Customer Payments and Bank Deposit. In the Customer Payments section, each line represents a separate customer payment. In the Bank Deposit section, the Deposit Amount line displays the total amount of all customer payments listed in the Customer Payments section. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 17

Using M Powered Invoices The payment advice is sent to you by email as an a ttached PDF file, on the day the payment is deposited in your account. A sample is shown below. A Date paid The date your customer made the payment. B Invoice No The number of the invoice you generated from MYOB AE Practice Management. C Type The type of payment used by your customer to pay the invoice. If the payment is made using a credit card (either by phone or via the internet), this column displays Credit Card. D Amount The amount your customer paid against the invoice. E F Your Bank Statement Reference Deposit Amount The code that appears on your bank statement. It indicates that the payment was made using M Powered Invoices. We suggest you enter this reference in the Reference field in the Batch Processing window. To open this window, go to the Debtors menu and choose Batch Processing in the Debtors module. Total of all the amounts paid on this particular day. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 18

Using M Powered Invoices Importing customer payments If you use M Powered Invoices, you will receive an email containing a file with a.mym file extension on each business day. This file displays customer payments and adjustments made on the previous day. The following procedure shows you how to import these payments and adjustments into your MYOB AE Practice Management debtors database in order to allocate payments against invoices. This import process uses the invoice number to associate a customer with a payment. The import process treats payments differently from other types of transaction. Nonpayments are imported as a Journal Debit (JRD). They are tagged with a remark stating that the amount is a correction, reversal, refund, dishonour, or dishonour fee depending on the actual transaction. To import customer payments and adjustments from an MYM file Save the MYM file on your PC for use when Entering Customer Payments. Entering customer Payments 1. In AE Practice Management, select Debtors > M Powered Import to open the M Powered Import page. 2. Using the drop down list in the File Name field, locate the MYM List you saved to your computer. 3. Enter the name of your practice as listed on the MYM file into the Company field. 4. Press [Enter] to open the Unpaid Invoice Listing. Note: If there is Unallocated Cash you must select a tax rate and allocate it in the Sales Ledger for the client. 5. Click Post. 6. The M Powered Successfully Imported window opens. Monthly statement At the end of each month you will receive a monthly statement. This statement summarises the information sent in all daily payment advices. This can help you check whether you have received and recorded all payment advices. It also serves as a tax invoice for M Powered Invoices charges and fees. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 19

Using M Powered Invoices Payment adjustments Your payment advice could include a payment adjustment and a corresponding bank withdrawal. An adjustment may occur for a number of reasons, such as: correction of a BPay payment error made by your customer (approval from you is requested before processing) correction of an erroneous bank transaction you have requested a credit card refund. A sample payment advice that includes adjustments is shown below. A Date adjusted The date the adjustment was made. B Invoice No The invoice you generated from MYOB AE Practice Management. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 20

Using M Powered Invoices C Type Indicates the method used to make the payment. If the payment is made using a credit card (either by phone or via the internet), this column displays Credit Card. D Reason Indicates the reason for the adjustment. E Amount The amount adjusted. F Your Bank Statement Reference The code that appears on your bank statement. G Withdrawal Amount Total of all the amounts withdrawn from your nominated business bank account on this particular day. A payment advice that includes adjustments contains two additional sections: Payment Adjustments and Bank Withdrawal. In the Payment Adjustments section, each line represents a separate adjustment. In the Bank Withdrawal section, the Withdrawal Amount line displays the total of all adjustments listed in the Payment Adjustments section. Adjustments need to be recorded in MYOB AE Practice Management. When doing this you need to make an entry to the customer s account reflecting the reason for the adjustment. Note: Record customer payments from all previous payment advices Payment adjustments are related to previous payment advices. Therefore, to record adjustments, ensure that you have recorded the customer payments from all previous payment advices. There may be a situation where you need to make adjustments to reconcile your bank accounts. In such a situation, you could create a journal entry for that amount. Note: Where to find more information on adjustments For more details on entering adjustments refer to the support notes on via our web site, https://my.myob.com.au/ Overpayments Sometimes a client will overpay an invoice amount. The overpaid amount is treated as Unallocated Cash and is processed as explained in Entering customer Payments on page 19. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 21

Using M Powered Invoices Refunds There are times when a client has paid an invoice and then requires a refund for payment, or does not pay the invoice at all, requiring a credit note to be raised to remove the amount from the debtor s balance in the sales ledger. In these circumstances, open MYOB AE Practice Management and follow the procedure in Entering credit notes for clients. Service fees information on the monthly statement M Powered Invoices charges and fees Your monthly statement has a Fees Summary section. This section contains the M Powered Invoices fee for that particular month. This fee is debited from your account. MYOB AE Practice Manager Version 4.6 M Powered Invoices User Guide 22

Index Symbols How to pay section requirements 16 A accounts reconciling 19 adjustments 20 allocation methods 19 F fees 20 H Help User Guide 8 How to pay section overview 6 printing on invoice 15 requirements 17 troubleshooting 15 M M Powered invoices benefits 4, 5 setting up 11 working 5 O online help using 8 online PDF using 10 overpayments 21 P Payee Number entering 11 Payment Advice understanding 17 payments adjustments 20 importing 19 MYOB AO version 2010.1 Getting Started Guide 23

S statements monthly 19 T Technical Support 7 U User Guide Help 8 using online help 8 online PDF 10 MYOB AO version 2010.1 Getting Started Guide 24