MYOB Training Manual by qza17959

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									                 TABLE OF CONTENTS
SECTION 1

 Getting Started …………………………………………………….……………                    1

Internal Accounts/Accounting Basics ………………………………………            5

CPS Chart of Accounts ……………………………………………………..…                 10

SECTION 2
 How to Add a New Account …………………………………………………..                1

 How to Enter Opening Balances ……………………………………………..             2

How to Record Receipts …………………………………………..…………..                4

Recording Disbursements (Checks) ………………………………………..             6

Recording Bank Deposits …………………………………………………….                  8

Correcting a Transaction (Before Saved) ………………………………….        10

Correcting a Transaction (After Saved) ……………………………………         11

Entering Outstanding Checks Written Prior to MYOB …………………..   12

Making General Journal Entries ……………………………………………              14

Reconciling the Checking Account ………………………………………..            15

Creating Monthly Reports ……………………………………………………                 18

     Balance Sheet ………………………………………………………….                    18
     General Journal ………………………………………………………..                  18
     Trial Balance ……………………………………………………………                    19
     Cash Disbursements Journal ……………………………………….              19
     Cash Receipts Journal ……………………………………………….                19
     Reconciliation Report ………………………………………………..               20

Backing Up the MYOB Internal Accounts Data File …………………….     21




                                                                   1
                 GETTING STARTED MYOB PLUS


1.   Install the MYOB Version 7 Program.

     A.    Click Start then highlight Settings.

     B.    Click the Control Panel Icon.

     C.    Click the Add/Remove Programs Icon.

     D.    Follow the on-screen instructions.

     Note: If you are using MYOB for the first time, follow the

     instructions in #2A. If you are already using MYOB Version 6

     or lower, follow the instructions in #2 only.

2.   Upgrade the data file used in a previous version of MYOB to

     record Internal Accounts in version 7.

     A.    Click Start then highlight Programs.

     B.    Highlight Bestware then click MYOB Plus Upgrade.

     C.    Click the Yes Button.

     D.    Double click the C:\ Folder in the right window.

     E.    Highlight the MYOB 6 Folder in the right window and

           Click the OK Button.

     F.    Highlight the Internal Accounts data file in the left

           window and Click the OK Button.



                                                                    2
      G.   Type the name of your data file in the highlighted box as

           shown in the window below the highlighted box and add

           the number 7 after the last character in the name. (If

           your file name is MYSCHOOL.DAT. change it to

           MYSCHOO7.DAT.

      H.   Double click the C:\ Folder, highlight the MYOB Plus

           Folder. Click the OK Button. Click the OK Button

           again.

      I.   Click the NO Button.


2A.   Copy the data on the Chicago Public Schools Disk into the

      MYOB Plus Folder.

      A.   Place the Disk in the Floppy Disk Drive.

      B.   Click the Start Button then highlight

           Programs.

      C.   Click Windows Explorer then click the Floppy Disk Icon.

      D.   Click the MYSCHOOL. Data Icon.

      E.   Click Edit then click Copy.

      F.   Click the MYOB Plus Folder.

      G.   Click Edit then click Paste.


                                                                       3
     H.    Click File then Close.

3.   Start MYOB and open the MYSCHOOL.DATA File.

4.   Click Setup then Company Information.

5.   Type the school name and address in the boxes shown.

6.   Make a note of the fiscal year and last month of the fiscal year

     shown on the screen.

7.   Change the fiscal year to the current fiscal year and change the

     last month of the fiscal year to June.

     A.    From the Command Center click File then click Start A

           New Year and start a New Fiscal Year.

     B.    Click the Continue Button click Continue Again.

     C.    Click the Month Box then click June.

Note: This screen shows the new fiscal year in process of change

Do not type a year in the box. This is the year the system is

changing. The process will not be complete until steps D and E listed

below are completed.

     D.    Click the Continue Button. Click the Continue Button

           again.

     E.    Click the Start A New Fiscal Year Button.




                                                                        4
      F.   Repeat steps A,B,C,D and E until the proper fiscal year is

           processed.

8.    From the Command Center click the General Ledger Icon.

9.    Click the Chart of Accounts box then click the Print Icon.

10.   Use the Printout to renumber the accounts listed on the last

      report from the old system.

11.   Add the new accounts created to complete the Chart for your

      school.

12.   Enter the Opening Balances into MYOB.




                                                                     5
INTERNAL ACCOUNTS MANUAL @1999

A.   Accounting Basics

     1. Set up your Chart of Accounts.
     Schools should set up accounts based on their individual
     financial requirements. This Chart of Accounts was created
     designating a few key accounts. This allows the freedom to
     create the necessary accounts at each school and the
     opportunity for an outsider to quickly understand the
     accounts.

     The Chart of Accounts is based on five digits.

     • The first digit is always 1, 2, or 3. Use 1 for assets, 2 for
       revenue and 3 for equipment.

     • The second group of four digits can be used to provide
       greater levels of detail, particularly in the revenue accounts.

     • For example, account code 2-2000 is the general category
       for income and disbursements for class activities.

     • The third digit can be used to identify a specific group, such
       as 2-2100 for science

     • The fourth and fifth digits can provide greater detail, such as
       2-2110 for biology and 2-2111 for freshman biology.

     This Chart of Accounts is installed on the MYOB™ software.
     It can be modified and adjusted to accommodate each school’s
     specific requirements.

     Your Chart of Accounts has this basic structure and can be
     changed to include your specific activities and categories. The
     Chart of Accounts is shown in Appendix D.

     Assets (1-0000) -- An asset is anything of monetary value
     that a school owns. This major category includes all of the


                                                                         6
school’s resources including cash, investments and fixed
assets. The sub-categories are included to further identify
usable types of assets.

Cash (1-1000) -- This category includes all assets that
are readily available to the school and are liquid. It
includes cash-on-hand, the school checking account and
petty cash.

Investments (1-3000) -- This includes all other non-
liquid cash investments or fixed assets. The
investments include the savings account.

Fixed Assets (1-4000) -- This category includes all fixed
assets that are purchased using student money and school
generated money. It also includes the fair value of any
donated furniture or equipment.

Revenue Accounts (2-0000) -- This category is used to
record cash receipts by their source (i.e., fundraising
or lease income) and/or the group entitled to use the
funds (school specific accounts).

General School Accounts (2-1000) -- Internal Accounts listed
under this classification are used to record receipts in the
General Fund (2-1101) and other funds raised without student
participation but for student use. All expenditures from this
account must be for the general benefit of all students. This
account does not allow expenditures to benefit any particular
individual, group or organization.

Investment Income (2-1300) and Lease/Permit Income
(2-1200) are recorded in this classification. The income
must be allocated to a specific school account for
disbursements.

Class Accounts (2-2000) -- Internal Accounts listed under this
classification are used to record the receipt and disbursement
of money directly related to the classroom such as biology,



                                                                 7
chemistry, music, etc. Please Note: This account does not
include fundraising activities.

Specific Activity Accounts (2-3000) -- Internal Accounts listed
under this classification will be used to record the receipt and
disbursement of money related to extracurricular activities such
as Graduation, Student Council, ROTC, Honor Society, etc.

Fundraising - One-Time (2-4000) -- Internal Accounts listed
under this classification are used to record the receipt and
disbursement of money for one-time fundraising events (i.e.,
one-time candy sales).

Fundraising - Continuous (2-5000) -- Internal Accounts listed
under this classification are used to record the receipt and
disbursement of money for continuous sales and fundraising
events (i.e., school stores, gym uniform sales, locks, etc.).

Vending Machine (2-6000) -- Internal Accounts listed under
this classification are used to record the receipt and
disbursement of money for continuous vending machine sales.
THIS CLASSIFICATION DOES NOT INCLUDE MACHINES
USED BY TEACHERS ONLY. THAT SHOULD BE
RECORDED IN NON-STUDENT USE MONEY (2-9000). Use
of teacher-only vending machines by students should be
restricted.

Board of Education Funded Programs (2-7000) -- Internal
Accounts listed under this classification are used to record the
receipt of funds from the Board of Education (i.e., federal and
state-funded accounts). They are also used to record
disbursements for which a reimbursement or advance has been
requested.

Please Note: Money collected for student and family aid should
be recorded in this classification.

This classification of accounts is the only one in which
negative balances are acceptable for a short period of time
(i.e., the time it takes to receive the reimbursement). Using the

                                                                8
PAYOUT system, reimbursement checks are usually generated
in 3-5 days.

Gifts and Grants (2-8000) -- Internal Accounts listed under this
classification are used to record all gifts and grants received
and held by the school. All disbursements from the gifts and
grants should be made directly from these accounts.

Non-Student Money (2-9000) --Internal Accounts listed under
this classification are used to record all non-student purposes.
(i.e., teacher’s social fund to which teachers contribute their
own money or proceeds from teacher only vending machines.)

Non-Depreciated Equipment (3-1000) -- This account is used
to balance the entry when furniture and equipment is
purchased. This account should always be the same amount as
Fixed Assets (1-4000).

2.    Record income (receipts).
      There is only one approved Treasurer’s Receipt format,
      as prescribed in Appendix B. As money is deposited with
      the Treasurer, a Treasurer’s Receipt must be prepared
      immediately and the original copy being given
      to the remitter and the duplicate remaining in the receipt
      book. At least weekly, the deposits indicated in the
      Treasurer’s Receipt book should be recorded in the
      journal. The procedures, to record the receipts in a
      journal, whether manual or MYOB, appear in this chapter.
      Please Note: A Treasurer’s Receipt must be prepared
      regardless of the method of bookkeeping used.

How is a Treasurer’s Receipt recorded?
√    A Treasurer’s Receipt is prepared immediately upon
     receipt of all moneys by the School Treasurer. All receipts
     must be completed showing the current date, cash
     amount, check amount, account to receive credit, the
     name of the person making the deposit, teacher’s
     receipt numbers or Payor List and the School
     Treasurer’s signature.



                                                               9
√    All receipts must be completed in duplicate with the
     original receipt issued to the person from whom the funds
     were received and the duplicate kept intact in the receipt
     book.

√    All receipts must be issued in numerical sequence.

Note: Pages 5-9 are direct quotations from the Internal
      Accounts Manual @1999 (pages 4-4 to 4-8).




                                                             10
           CHICAGO PUBLIC SCHOOLS
                     Chart of Accounts

ACCOUNTS
1-0000 Assets
1-1000 - Cash
    !   1-1100 - Checking Account
    !   1-1200 - Cash on Hand
    !   1-1300 - Petty Cash
1-3000 - Investments
    !   1-3100 - Savings Account
    !   1-3200 - Money Market Account
    !   1-3300 - Certificate of Deposit
    !   1-3400 - Treasury Notes
1-4000 - Fixed Assets
    !   1-4100 School Purchased Fixed Assets
    !   1-4200 Donated Assets

2-0000 Revenue Accounts
    !   2-1101 - General Funds
    !   2-1104 - Damage to Buildings & Equipment
    !   2-1108 - Lost/Damaged Instruct. Material
    !   2-1200 - Lease/Permit Income
        " 2-1210 - Building Lease Income

        " 2-1220 - Parking Lot Income

        " 2-1230 - Swimming Pool Income

2-1300 - Investment Income
    !     2-1310 - Checking Account Interest
    !     2-1320 - Money Market Interest
    !     2-1330 - Savings Account Interest
    !     2-1340 - CD Interest
    !     2-1350 - Treasury Note Interest
2-2000 - Class Accounts
    !     2-2100 Social Studies
    !     2-2200 English/Language Arts


                                                   11
    !     2-2300 Computer Education
    !     2-2400 Mathematics
    !     2-2500 Science
    !     2-2600 Physical Education

2-3000 - Activity Accounts
    !       2-3100 Graduation Fees
          √ 2-3110 Graduation Fees--Mandatory
          √ 2-3120 Graduation Fees--Optional
    !     2-3130 Athletics
    !     2-3207 Locks
    !     2-3217 Science Club
    !     2-3225 Band
    !     2-3235 ROTC
2-4000 - One Time Fund Raising
    !     2-4100 Student Pictures
    !     2-4200 Yearbook
    !     2-4300 Ticket Sales
    !     2-4400 Fund Raising -I
    !     2-4500 Fund Raising II
    !     2-4600 Fund Raising III
2-5000 - Continuous Fund Raising
    !     2-5100 School Store I
    !     2-5200 School Store II
2-6000 - Vending Machine
2-7000 - Board of Ed Funded Programs
    !   2-7100 Instructional Supplies
2-8000 - Gifts and Grants
    !   2-8100 Gift and Grant I (Source)
    !   2-8200 Gift and Grant II (Source
2-9000 - Non-Student Used Money
    !       2-9100 Teacher Social Fund Money
    !       2-9200 Accommodations

3-0000 Non-Depreciated Fixed Assets
3-1000 - Non-Depreciated Equipment
3-8000 - Retained Earnings


                                                12
3-9000 - Current Earnings
3-9999 - Historical Balancing Account




                                        13
              HOW TO ADD A NEW ACCOUNT



1.   From the Command Center Click the General Ledger Icon.

2.   Click Chart of Accounts.

3.   Click the Liability Tab.

4.   Click the New Icon.

5.   Type the last four digits of the account number in the

     Account Number Box and press the Enter Key.

6.   Type the name of the account in the Account Name Box.

7.   Click the OK Button or Click the New Icon if you want to add

     an additional new account.

8.   Click the OK Button after the last account is added, then

     Click the Close Button.




                                                                 14
              HOW TO ENTER OPENING BALANCES
                         MYOB PLUS

1.   From the Command Center click Setup.

2.   Click Balances.

3.   Click Account Opening Balances

4.   Type the Opening Balances in the Opening Balance Column

     of each applicable account beginning with 1-XXXX. You may

     use the Scroll Bar or the Arrow Keys on the keyboard to

     move up and down the list of accounts.

5.   After you have typed the last balance for accounts with

     1-XXXX press the Enter Key. Note: The Amount Left to be

     Allocated Field. As the balances for the account beginning

     with 2 or 3-XXXX are entered the amount in the Amount Left

     to be Allocated Field will become lower with each entry.

6.   Type the opening balances for the remaining applicable

     accounts in the Opening Balance column for each account.




                                                                  15
               HOW TO ENTER OPENING BALANCES
                      MYOB PLUS (cont’d)

7.   After the balance for the last account is entered press the Enter

     Key. The amount Left To Be allocated Field should be 0.00.

     If it is not, first determine if all opening balances were entered.

     Then determine if the balances were entered correctly.



8.   Correct and/or enter any omitted balance and press the Enter

     Key if The Amount Left To Be Allocated Field is 0.00, click

     the OK Button.




                                                                     16
                    HOW TO RECORD RECEIPTS



1.    From the Command Center click the Checkbook Icon.

2.    Click the Make A Deposit Box.

3.    Click the Checking Account Box then click Cash on Hand.

4.    Click the ID Box and type in the receipt number.

5.    Press the Enter or Tab Key. Enter the receipt date in the Date

      Box.

6.    Press the Enter or Tab Key. Enter the total receipt amount in

      the Amount Box.

7.    Press the Enter or Tab Key. Type the last name only of the

      individual the sum was received from or the full name of the

      organization the sum was received from.

8.    Press the Enter or Tab Key. Point and click on the individual

      name or organization the sum was received from if the name is

      listed then click the Use Card Button.

9.    If the individual name or organization the sum was received

      from does not appear on the list Click the New Icon.

10.   Click the Card Type Box then click the appropriate card type

      then click Company or Individual to complete the card type.



                                                                      17
               HOW TO RECORD RECEIPTS (cont’d)

11.   Press the Enter or Tab Key. Type the first name in the First

      Name Box if applicable then Click the OK Button or if an

      organization Click the OK Button.

12.   Point and Click the Memo Box. Type in the reason the money

      was received.

13.   Press the Enter or Tab Key. Type the MYOB account number

      to be credited in the first column of the Allocation Account

      Box.

14.   Press the Tab Key. If the correct account name appears and

      the amount to be credited is correct click the Record Button.

15.   If the Account Name to be credited does not appear after

      pressing the tab key and the account name and number does

      not appear on the listing presently on the screen Click the New

      Icon.

16.   Type the last four digits of the account number in the Account

      Number Box.

17.   Press the Enter Key. Enter the name of the account in the

      Account Name Box.




                                                                      18
18.   Click the OK Button. Press the Tab Key. Click the Record

      Button.




                                                                 19
           RECORDING DISBURSEMENTS (CHECKS)



1.   From the Command Center Click the Checkbook Icon.

2.   Click the Write Checks Box then Click the Handwritten Box.

     Note: Do not Click if using computer generated checks.

3.   Click the Check Number Box and enter the Check Number.

4.   Press the Enter or Tab Key and enter the date of the

     check in the Date Box.

5.   Press the Enter or Tab Key and enter the amount of the

     check in the Amount Box.

6.   Press the Enter or Tab Key. Type the last name only if an

     individual of the payee or the full name of the Payee if an

     organization in the Card Box. Press the Enter or Tab Key.

     Point and Click on the individual name or organization of the

     intended payee. Then Click the Use Card Button.

7.   If the individual name or organization name of the intended

     payee does not appear on the list click the New Icon.

8.   Click the Card Type Box then click the appropriate Card Type

     then click Company or Individual to complete the Card Type.




                                                                     20
        RECORDING DISBURSEMENTS (CHECKS) (cont’d)



9.    Press the Enter or Tab Key. Type the first name of the payee

      in the First Name Box if applicable then click the OK Button or

      if the payee is an organization click the OK Button.

10.   Point and click the Payee Box. Point and click the

      Memo Box. Type in the reason for writing the check.

11.   Press the Enter or Tab Key. Type the MYOB account

      number to be charged for the check in the first column of

      the Allocation Box.

12.   Press the Tab Key. If the correct account name appears and

      the amount to be charged is correct Click the Record Button.

13.   If the account name to be charged does not appear after

      the Tab Key is pressed and the account name and

      number does not appear on the listing presently on the

      screen click the New Icon.

14.   Press the Enter or Tab Key. Type the name of the

      account in the Account Name Box.

15.   Click the OK Button. Press the Tab Key then Click the

      Record Button.



                                                                     21
             RECORDING BANK DEPOSITS



1.   From the Command Center click the Checkbook Icon.

2.   Click the Reconcile Accounts Box. Type 1-1200 in the

     Account Box and press the Enter or Tab Key.

3.   Click each receipt number that will be included in the

     deposit. Note (this process places an X by each receipt

     number clicked on). The Total Cleared indicated under

     The Deposit Column should equal the total amount of

     checks and cash counted out to take to the bank. If it

     does not equal, first compare each amount recorded in

     the receipt book with each amount recorded in MYOB. If

     no error is found recount the cash and checks. If an error

     is found in the Journal see instructions on correcting

     Journal entries.

4.   Click the Cancel Button.

5.   From the Command Center Click the Make A Deposit

     Box.

6.   Click the Date Box and type in the date of the deposit.




                                                               22
7.    Press the Enter or Tab Key. Type the total amount

      deposited in the Amount Box.

8.    Press the Enter or Tab Key. Type the word School in

      the Payer Box. Press the Enter or Tab Key. (Create a

      card name School.)

9.    Click the Memo Box. Type a description of the deposit in

      the Memo Box (i.e. dep. 102400-102410).

10.   Press the Enter or Tab key. Type account number

      1-1200 in the first column of the Allocation Box.

11.   Press the Tab Key. Then click the Record Button.

12.   Click the Cancel Button.

13.   From the Command Center click the Checkbook Icon.

14.   Click the Reconcile Accounts Box. Type account

      number 1-1200 in the Account Box and press the Enter

      or Tab Key.

15.   Click on the Withdrawal Transaction shown on the

      screen.

16.   Click on any Offsetting Transactions resulting from

      corrections made to the account.




                                                             23
17.   Click the Reconcile Button. Click the Reconcile Button

      again.

18.   Click the Cancel Button.




                                                               24
        CORRECTING A TRANSACTION (Before it is saved)



1.   From the Command Center Click the transaction Journal Box.

2.   Type the month day and year of the transaction in the Dated

     From Box if known, if not, type the first day of the month the

     transaction was recorded, in the Dated From Box (i.e. 9/1/XX).

3.   Click the Button that describes the type of journal to be

     corrected (i.e. General for a General Journal Entry). Press the

     Enter Key. Press the Enter Key again.

4.   Use the Scroll Bar to locate the transaction to be corrected.

5.   Click the arrow located to the left of the transaction.

6.   Click on the box that contains the incorrect information and type

     in the correct information. Click the OK Button after all boxes

     have been corrected.

7.   If the transaction should not have been recorded, click the word

     Edit at the top of the screen then click Delete transaction.




                                                                       25
       CORRECTING A TRANSACTION (After it is Saved)



1.   From the Command Center click the transaction Journal Box.

2.   Type the month day and year of the transaction in the Dated

     From Box if known, if not, type the first day of the month the

     transaction was recorded, in the Dated From Box (i.e. 9/1/XX).

3.   Click the Folder Tab that describes the type of journal to be

     corrected (i.e. General for a General Journal Entry).

4.   Use the Scroll Bar to locate the transaction to be corrected.

5.   Click the arrow located to the left of the transaction.

6.   Click the word Edit located at the top of the screen then Click

     Reverse transaction.

7.   If the incorrect transaction is discovered before monthly closing

     reports are created, Click the Record Button. Enter the

     transaction using the correct information.

8.   If the incorrect transaction is discovered after the monthly

     closing reports have been created, change the date to a date

     corresponding to the month of the transactions presently being

     recorded. Then click the Record Button. Make a General

     Journal entry to record the correct information.



                                                                       26
ENTERING OUTSTANDING CHECKS WRITTEN PRIOR TO MYOB



1.   Compare the checks paid on the bank statement with the

     outstanding checks listed on the reconciliation prior to MYOB

     and mark the checks on the outstanding checks list that are

     listed as paid on the current bank statement.

2.   From the Command Center click the General Ledger Icon.

3.   Click the General Journal Entry Box.

4.   Click the Date Box. Enter the last day of the current

     reconciliation month.

5.   Click the Memo Box, type the following: CK (the outstanding

     check number) PMYOB (i.e. CK 5660 PMYOB).

6.   Press the Enter or Tab Key. Type 1-1100 in the Account

     Number Column.

7.   Press the Tab Key, type the check amount in the Debit

     Column.

8.   Click the next space in the Account Number Column and type

     1-1100. Click the Tab Key. Click the second space in the

     Credit Column.




                                                                     27
     ENTERING OUTSTANDING CHECKS WRITTEN PRIOR TO MYOB
                           (cont’d)

9.     Click the Record Button. Repeat the above steps until all of

       the outstanding checks are entered.

10.    From the Command Center click the Checkbook Icon. Click

       the Reconcile Accounts Box.

11.    Type 1-1100 in the Account Box. Press the Enter Key.

12.    Click the amount in the deposit column of each general journal

       entry made to enter checks written prior to MYOB.

13.    Click the Cancel Button.




                                                                      28
               MAKING GENERAL JOURNAL ENTRIES



1.     A general journal entry should be made to:

     • Record bank fees and interest earned.

     • Record school purchased fixed assets.

     • To correct a transaction recorded in prior periods.

     • To record some investment related transactions.

2.     From the Command Center Click the General Ledger Icon.

3.     Click the General Journal Entry Box.

4.     Type the date of the transaction in the Date Box. Press the

       Enter or Tab Key.

5.     Type the reason for the Journal in the Memo Box. Press the

       Enter or Tab Key.

6.     Enter the account number to be debited and press the Tab

       Key. Enter the amount of the debit.

7.     Click the second space in the Account Number Column and

       enter the account number to be credited.

8.     Press the Tab Key. Press the Tab Key again.

9.     Click the Record Button.

Note: To increase an account beginning with 1-XXXX debit the
     account. To increase an account beginning with 2-XXXX or

                                                                     29
3-XXXX Credit the account. To decrease an account beginning
with 1-XXXX credit the account. To decrease an account
beginning with 2-XXXX or 3-XXXX debit the account.




                                                          30
           RECONCILING THE CHECKING ACCOUNT


1.   First look at the bank statement and identify the miscellaneous

     charges and credits on the statement. Make a General Journal entry to

     record the miscellaneous charges and credits in MYOB.

2.   From the Command Center click the Checkbook Icon. Click the

     Reconcile Accounts Box.

3.   Type I-1100 in the Account Box. Press the Enter Key.

4.   Click the Bank Statement Date Box and enter the date that

     describes the last day of the month being reconciled.

5.   Click the New Statement Balance Box and enter the ending

     balance that appears on the bank statement and press the Enter Key.

6.   Click Each Check Number listed on the screen that is listed as

     Paid on the bank statement.

7.   Compare the Total Cleared amount beneath the Withdrawal Column

     on the screen with the total amount of checks paid shown on the Bank

     Statement (for some bank statements it may be necessary to subtract

     charges other than paid checks from the total charges shown on the

     bank statement to obtain total check charges). If the amounts do not

     agree compare the amount the bank charged for each check with the




                                                                            31
       RECONCILING THE CHECKING ACCOUNT (Cont’d)



      amount shown on the screen. Make a General Journal entry to record

      each difference discovered.

8.    Click each deposit transaction shown on the Screen that appears on

      the bank statement.

9.    Compare the total cleared amount beneath the deposit column on the

      screen with the total amount of deposits shown on the bank statement

      (for some bank statements it may be necessary to subtract additions

      other than deposits to obtain the total deposits). If the amounts do not

      agree compare each deposit amount on the bank statement with the

      amount shown on the screen. Make a General Journal entry to record

      each difference discovered.

10.   Click each Miscellaneous Charge and Credit shown on the Screen (i.e.

      General Journal entries made to record checking account interest,

      fees, and returned checks) that appears on the bank statement.

11.   Click Each Transaction on the Screen made to correct deposits and

      checks paid differences.

12.   Click the Reconcile Button. Click the Reconcile Button again.




                                                                            32
       RECONCILING THE CHECKING ACCOUNT (Cont’d)



Note: To leave the Reconcile screen Click the Cancel Button. Each time

you return to the checking account (1-1100) Reconcile Screen you must re-

enter the bank statement ending balance again.




                                                                         33
                 CREATING MONTHLY REPORTS



BALANCE SHEET

1.   From the Command Center click Reports located near the top

     of the Screen. Click Index To Reports.

2.   Click the General Ledger Folder Tab.

3.   Click Balance Sheet. Click the Filters Icon.

4.   Click the As Of Box. Enter the last day of the Report month (i.e.

     9/30/XX). Place an X in the Include 0.00 Balance Box by

     Clicking the Box.

5.   Click the OK Button. Click the Print Icon.



GENERAL JOURNAL

1.   From Index to Reports click the General Ledger Folder Tab.

2.   Click General Journal click the Filters Icon.

3.   Click the Dated From Box, enter the Beginning Report Date (i.e.

     9/1/XX.). Press the Tab Key. Enter the Ending Report Date.

4.   Click the OK Button. Click the Print Icon.




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TRIAL BALANCE (Summary)

1.   From Index to Reports click the General Ledger Folder Tab.

2.   Click Trial Balance Summary. Click the Filters Icon.

3.   Click the Date From Box. Enter the Beginning Report Date. Press

     the Tab Key. Enter the Report Ending Date. Place an X in the

     Include 0.00 Balance Box by clicking the Box.

4.   Click the OK Button. Click the Print Icon.


CASH DISBURSEMENTS JOURNAL

1.   From Index to Reports Click the Checkbook Folder Tab.

2.   Click Cash Disbursements Journal. Click the Filters Icon.

3.   Click the Dated From Box. Enter the Beginning Report Date.

     Press the Tab Key. Enter the Ending Report Date.

4.   Click the OK Button. Click the Print Icon.


CASH RECEIPTS JOURNAL

1.   From the Index to Reports, click the Checkbook Folder Tab.

2.   Click Cash Receipts Journal, click the Filters Icon.

3.   Click the Dated From Box, enter the Beginning Report Date, Press

     the Tab Key, enter the Ending Report Date.

4.   Click the OK Button. Click the Print Icon.


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RECONCILIATION REPORT

1.   From Index to Reports click the Checkbook Folder Tab.

2.   Click Reconciliation Reports. Click the Filters Icon.

3.   Enter the month day and year of the reconciliation in the As of Box

     (i.e. 6/30/XX). This date should always be the last day of the month.

4.   Click the From Box, type 1-1100. Press the Tab Key, type 1-1100.

5.   Click the OK Button. Click the Print Icon.




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BACKING UP THE MYOB INTERNAL ACCOUNTS DATA FILE



1.    From the Command Center click File.

2.    Click Exit.

3.    If the window stating You may produce a Session Report before

      quitting appears click the Session Report Button then click the OK

      Button (a listing of all transaction recorded during the session will be

      produced).

4.    Click File then click Exit. (Clicking the Session Report aborts the

      Exit command.) Click the No Button.

5.    Click Yes to the statement Would you Like to Save Changes.

6.    Click Yes to the statement Do you Wish to Backup at this Time.

7.    Click the Continue Button.

8.    Place a 1.44 formatted disk into the Floppy Disk Drive.

9.    Change the active drive to the Floppy Disk Drive (on most IBM

      compatible computers the Floppy Drive is labeled (A).

10.   Click the OK button. Click the OK button again.

11. When the screen returns to the desktop remove the Disk and label it.




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You should backup your data file each time you end your MYOB Session if

you made changes to the Data file (i.e. recorded transactions, made

corrections or created reports) and after creating the monthly reports. This

can be accomplished efficiently by labeling three-formatted disk. Use the

three Disks in rotation until all of the transactions for the month are

recorded. Using three disks in rotation to backup your files ensures

availability of a reliable file that is no more than two sessions short of

replacing the hard drive file. After the monthly reports are created and

printed, backup on a new Disk, label and store it in a safe place and never

use it to backup again. The label should read as follows for the month of

July backup: MYOB Internal Accounts Backup July, 1999 Final. Use

the Disks labeled Disk One, Two, and Three again in rotation until the end

of the month is reached then backup the month on a new disk.




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