Personalizing Your Company Overview

Entering information about your company
Customizing your AccountEdge system
Using tax codes
Securing your company’s data

You can personalize your MYOB AccountEdge system in a number of ways. By entering information about the unique aspects of your company, your AccountEdge experience will be more closely tailored to your needs.

Entering information about your company

You can personalize your AccountEdge data file by entering descriptive information about your company, such as its name, identification numbers and business calendar. In many cases, the company information you enter can be printed on your reports and forms.

When you first created your data file using the New Data File Assistant, you specified a few important details about your company, such as the name of your current fiscal year and payroll year, the number of periods in your fiscal year and your conversion month. This information is the foundation of your data file and can’t be changed.

If you’ve created a data file with incorrect information that can’t be changed, you’ll need to create a new data file with correct information to fix the error.

Using AccountEdge windows to enter information

In the Company Information window, you can make entries that describe your company. You can make changes to the information you enter in this window at any time, as well.

Using the General Payroll Information window, you can enter basic information about your company’s payroll administration. You can make changes to most of the payroll information you entered in the past, as well.

Using the Business Calendar window, you can specify which days make up your company’s work week, as well as the days of the year on which holidays and important business events occur.

The business calendar is a three-year calendar, made up of the current calendar year, the previous calendar year and the next calendar year.

The business calendar affects the To Do list, which reminds you to perform your tasks on business days only. The work week that you set up in the Business Calendar is the basis for the To Do List’s reminders. If a reminder is due to fall on a non-business day, the To Do List will remind you to perform the task on the first business day before the actual day the task is due. For example, if your business is closed on Saturdays but a reminder is scheduled to appear on Saturday, the reminder will appear in your To Do List on Friday instead.

What are changeable and unchangeable transactions?

To learn if your transactions are changeable or unchangeable, choose Preferences from the Setup menu, then click the Security tab.

If the selection “Transactions CAN’T be Changed; They Must be Reversed” is unmarked, your transactions are changeable. Recorded transactions may be changed or deleted. If you wish to make your transactions unchangeable, mark the selection.

If the selection “Transactions CAN’T be Changed; They Must be Reversed” is marked, your transactions are unchangeable. Recorded transactions must be reversed; they can’t be changed or deleted. If you wish to make your transactions changeable, unmark the selection.

Click below for the step-by-step procedures:

To enter general information about your company

To enter your company’s payroll information

To set up your business calendar

Customizing your AccountEdge system

Everyone has their own way of doing their books and working with computer programs. AccountEdge provides the flexibility you want when you’re doing your daily accounting tasks.

Customizing work preferences

Using the Preferences window, you can choose how you access, view and make entries in the AccountEdge system. The preferences you choose will be assigned to your User ID. When you open a data file using your User ID, the preferences you chose for the data files will be implemented. We encourage you to review all the options in the Preferences window and experiment with the possibilities they offer.

Some of the preferences you can choose in AccountEdge’s Preferences window can affect everyone who works with your data file. Since these preferences, known as system-wide preferences, may affect other people, it’s a good idea to be aware of the effects of each choice you make in the Preferences window. Each system-wide preference is marked with the word System-wide in the Preferences window.

AccountEdge provides many methods to keep your accounting records as accurate as possible. The system will be as vigilant as you want it to be; for example, you can set up AccountEdge so it warns you when you make an entry that might be incorrect. You can even set up AccountEdge so it prevents you altogether from making changes to transactions you’ve already entered.

You can choose to create a business contact in the Contact Log each time you create a check, deposit, sale or purchase transaction. The business contacts will be created for the card whose name appears on the transactions you enter.

You can also set up AccountEdge so sales and purchases are printed, faxed or emailed immediately when you record them.

Click below for the step-by-step procedure:

To set up AccountEdge to conform to the way you work

To set up AccountEdge to help you preserve the accuracy of your accounting entries

To automatically create business contacts

To automatically print/email/fax transactions when you record them

Customizing printed documents

Since your business is unique, you probably want your printed documents to reflect your unique business needs. AccountEdge’s reports and forms give you the flexibility you need to produce high-quality, professional-looking documents that show exactly what you want.

Using the Preferences window, you can make a few settings that will make working with forms and reports easier. You can choose to display currency symbols on your documents, to display the Report Filters window before you print reports, and to automatically use a particular font on your forms. In addition, you can specify the aging periods that will be used on reports. See Understanding user-defined aging for sales and purchases for more information.

AccountEdge provides you with a great deal of flexibility as you work with forms and reports. You can choose which information you want to print, as well as customize the look of the documents so they use the text styles you prefer. You can also print reports in groups--called report batches--so you can save valuable time when you print your favorite reports individually. See Customizing forms and Saving custom reports for more information.

Click below for the step-by-step procedure:

To customize the way you work with forms and reports

Assigning numbers to transactions

Keeping your company’s financial records organized efficiently is a task that relies heavily on the numbers that are assigned to your transactions, such as checks, sales and purchases. If your company wishes to be careful about tracking transaction numbers, you can use AccountEdge’s auto-numbering feature to keep your financial records in the proper order.

When you create a transaction in any of the windows listed below, the field that displays the transaction's number (for example, Check No.) will display Auto # when the highlight rests on that field. This text indicates that the transaction will be automatically given an actual transaction number when it's recorded into the data file. If you wish, you can override the Auto No. text by entering the number you want to be assigned to the transaction.

The windows in which auto-numbering is used include:

  • Vendor Payments
  • Customer Payments
  • General Journal Entry
  • Historical Purchase
  • Historical Sale
  • Inventory Adjustments
  • Inventory Transfers
  • Receive Money
  • Purchases
  • Sales
  • Settle Returns & Credits
  • Settle Returns & Debits
  • Spend Money
  • Write Paycheck

Using identifiers

Identifiers are one-letter labels you can assign to cards in AccountEdge to help you organize your cards into groups more specific than just Employee, Customer, Vendor or Personal. When you create reports or view information about cards throughout the AccountEdge system, you can limit the information you view to that of a specific group of cards by indicating the identifiers you’ve assigned to the cards in that group.

Identifiers can be used in a variety of ways -- to separate existing customers from prospects, to group customers by type or region, and the like. If you assign multiple identifiers to your cards, you can limit the information displayed on reports to those individuals or companies that have been assigned all the identifiers you list.

For example, say you assign the identifier W to your wholesale customers, and you assign G to government agencies. When you print the Analyze Sales [Customer] Report, you can indicate in the Report Filters window that you want to include only the customers who have been assigned the identifiers G and W. The report you print will include only government agencies who are wholesale customers.

Depending upon the way you use identifiers and the number of identifiers you assign to each card, you’ll be able to print reports for very specific groups of customers, vendors and employees.

Click below for the step-by-step procedure:

To create identifiers

To assign identifiers to a card

Using pricing levels

If you have different kinds of customers to whom you sell an item at different prices, you can arrange the prices of the item in pricing levels. Pricing levels in the Item Information window allow you to set the selling price of an item according to the kind of customer you’re doing business with. Pricing levels allow you to set an item’s selling prices for up to six kinds of customers. If you adjust your selling prices for items sold in larger quantities, you can enter up to five quantity ranges in the Over fields of the Item Information window and still maintain pricing levels.

For example, some of your customers may do business with you as a wholesaler. Others may buy the same item from you at a retail price. You may set a special price for wholesale customers who buy in bulk. Using pricing levels in the Item Information window, you can set the selling price of an item for each kind of customer and for five quantity ranges. Then you can designate a corresponding pricing level for each of your customers in the Credit Terms window.

Assume you’ve assigned the “wholesale” pricing level to a customer card and you’ve entered that card on an item sale. When you enter an item on the sale, the price that appears automatically will be the item’s price at the “wholesale” level for the quantity you’ve entered.

If you enter pricing levels for your customers in the Credit Terms window, be sure to take into account their volume discounts so you don’t inadvertently undercharge for some items. If you assign the “wholesale” pricing level to a customer so prices at that level only will appear on item sales for that customer, don’t enter your company’s wholesale discount in the customer’s Volume Customer Discount field. Any volume discount you enter for the customer will be subtracted from the item’s “wholesale” price.

To set different selling prices for different types of customers and for sales of greater quantities of an item, you can set up pricing levels for the item using the Item Information window.

Click below for the step-by-step procedures:

To label a pricing level

To assign a pricing level to a customer card

Using custom lists and fields

If you need to record additional information about your cards and items that may be specific to your business, you can use the custom lists and fields in the Card Details and Item Information windows to do so. AccountEdge contains three custom lists and three custom fields for each card type and for items. You can label them according to your needs. You’ll find the Custom Lists & Field Names window by selecting Custom Lists & Field Names from the Lists menu. You’ll make entries to the custom lists using the Custom Lists window found by choosing Custom Lists from the Lists menu.

You might want to use a custom field, for example, if you wish to display and print the weight of your items. You could label one of the custom fields “Weight.” Then, every time you create an item record, you’d enter the weight of the item in your “Weight” field in the Item Information window. You then use the report design feature to display the weight of the item on sales (Item) reports, purchases (item) reports and most inventory reports. See Designing reports for more information. You may also want to use a custom field, for example, to show the date of an employee’s last performance review and print a Card File report showing that information.

Custom lists can be used to sort your cards and items. You might want to use a custom list to sort your items according to their location in the warehouse. You could label one of the custom lists “Bin” and create an entry in that list for each bin in your warehouse. Then, every time you create an item record, you’ll choose the name of the bin where you store the item from your custom “Bin” list. You can then use AccountEdge’s report filter feature to choose which bin list you wish to display. You can also print a list of customers who are assigned to each of your sales territories, for instance, or a list of each salesperson’s customers. See Filtering reports for more information.

You can also print the custom lists and list entries on item sales, item packing slips and item purchases. See To activate a data field for more information.

Click below for the step-by-step procedures:

To enter a label for a custom list

To create list entries on a custom list

To change a list entry on a custom list

To delete a list entry on a custom list

Using tax codes

If your business makes sales and purchases, you’re probably very familiar with the concept of including tax on the transactions you conduct with your customers and vendors, and you know how important it is to track these amounts carefully.

To help you keep on top of taxes, AccountEdge uses tax codes. Each tax code represents a particular tax rate, which is used to calculate tax on your transactions. You’ll set up taxes using the Tax Code List window which can be found by choosing Tax Codes from the Lists menu.

In AccountEdge, you can choose from three tax types:


This tax type is used for taxes that are made up of two or more tax codes or sub-taxes. You can use this code, for example, if the 8% tax rate you record on sales is the combined total of a 5% state sales tax rate and a 3% city sales tax rate.

Import Duty

This tax type should be used by importers bringing goods into the United States from other countries. Tax codes with this tax type are used to record the import duty payable on a purchase without changing the total amount of the purchase.

Sales Tax

This tax type is associated with the tax recorded on sales and purchases of goods and services.

Before you can accurately track tax amounts on sales and purchases, you must set up tax codes that represent the tax rates your company uses. You can create as many tax codes as you like. If a tax rate changes or you wish to link a tax code to a different account, you can change the tax code information. A tax code can be removed only if it’s not in use on a sale, purchase or check transaction.

If you use the Multicurrency feature

If you use the AccountEdge Multicurrency feature, the tax code used on all types of sales and purchases for customers and vendors who are assigned a foreign currency will be the tax code assigned to the customer or vendor.

The tax code used for freight amounts is the code assigned to the customer or vendor. If you use the Multicurrencyfeature, no tax code will be assigned to freight.

As with other automatic entries in AccountEdge, you can choose other tax codes if the tax codes automatically entered aren't the correct ones for a transaction you're recording.

Click below for the step-by-step procedure:

To create tax codes

To change tax codes

To remove tax codes

Securing your company’s data

Maintaining your data’s integrity may require that you set up a password security system so your sensitive financial records are protected from others.

You can safeguard your company’s accounting data by setting up passwords that prevent people from using parts of the data file that they don’t need to use. This ensures that your confidential information will be seen by only authorized personnel.

Lists and reports are affected by password security

When you use the Password Access window to restrict access to specific windows in AccountEdge, you also restrict access to information shown in lists and reports throughout the entire AccountEdge system. For example, if you set up a password so Person A can’t use the Purchases window, Person A will also be restricted from seeing any entries created in that window in AccountEdge, such as those that normally appear in the Purchases and Payables Journal report or the Inquiry Register window. This ensures that Person A has no opportunity to view your company’s purchasing records. Any information that doesn’t apply to purchases, however, would still be displayed.

If you’ve restricted access to any of the following windows, you’ve also limited some access to the information in at least one corresponding list or report in AccountEdge. Users will still be able to view or print such lists and reports, but the lists and reports may not contain complete information. Keep this in mind if someone who is assigned a particular password is viewing lists or printing reports in AccountEdge.

  • General Journal Entry
  • Historical Purchase
  • Historical Sale
  • Inventory Adjustments
  • Inventory Transfers
  • Receive Money
  • Purchases
  • Sales
  • Spend Money
  • Write Paychecks

Using master passwords and sub-passwords

In AccountEdge, you can use a security system based on a master password and several sub-passwords. The master password is used to control access to the entire AccountEdge system; this password is used to create sub-passwords, and it allows access to every area of AccountEdge. You can have only one master password in a single data file.

Sub-passwords are used to control access to various sections of the AccountEdge system, such as individual command centers. If your system uses passwords, you’ll enter the password when you start AccountEdge or switch from one data file to another; Users will be able to access those areas for which their password has been assigned access privileges. You can set up any combination of sub-passwords in your security system.

After you’ve created a master password, you’ll need to use the master password or a sub-password each time you want to access this data file, and you’ll need to enter the master password each time you want to open the Password Access window. Don’t forget the master password!

Click below for the step-by-step procedure:

To create the master password

To create a sub-password

To change the word used as a password

To change a sub-password’s access rights

To remove a password

Printing user-activity reports

Some AccountEdge reports allow you to view the entries made by a specific user during a specific time period. AccountEdge tracks activity using the User ID; a User ID is the ID each user enters in the Sign-on window during the process of opening a data file. You can use these reports to determine who made a particular entry. You can also review your own entries during a certain time period.

  • You can print a General Journal, Sales Journal, Purchases Journal, Disbursements Journal, Cash Receipts Journal and Inventory Journal that lists all the activity of a single user, or all users, for a range of transaction dates and/or session dates.

  • When you’re finished using a data file at the end of the day, you can review your entries by printing a Session Report. The Session Report will show only the entries that you made during the time you had the data file open. (If you want the Session Report to be printed automatically whenever you close a data file, open the Preferences window and mark the Prompt for Session Report Upon Closing box.)

Click below for the step-by-step procedure:

To print a report showing entries identified by user IDs

To print a report showing your entries for the session

To automatically print a report showing your entries for the session

Your Company Overview