Forms Overview

Finding forms
Printing forms
Customizing forms
Tips for customizing checks
Tips for customizing purchases
Tips for customizing mailing labels
See also Printing Overview
See also Emailing Overview

In MYOB AccountEdge, forms are documents that you’ll often use in your day-to-day business. Usually, forms are used to track transaction activity, such as the sales and purchases you make. Typical forms include sales, purchases and checks. In AccountEdge, administrative documents such as mailing labels and personalized letters are also considered forms.

AccountEdge provides you with a great deal of flexibility as you work with forms. You can choose to print a form on plain paper or you can choose to purchase a pre-printed paper form; the choice is yours. You can choose the type of form and the range of dates and transaction numbers you wish to print, and you can choose to customize the look of the form so they use the text styles you prefer.

Idea: Get ready to print forms

 Before you begin working with and printing your forms, we suggest that you review Choosing preference settings for reports and forms.

Finding forms

Each MYOB form can be found in the Command Center in which the form’s associated transaction was entered. Here’s a list of the MYOB Command Centers and their forms.

Checkbook Command Center

Type of Form

To find the form, click:

Checks

Print Checks

Sales Command Center

Type of Form

To find the form, click:

Sales
(item, service, time billing and professional)

Print Invoices

Packing Slips
(item, service and professional)

Print Invoices

Labels
(item, service, time billing and professional)

Print Invoices

Statements
(invoice and activity)

Print Statements

Checks

Sales Register>Returns & Credits

Purchases Command Center

Type of Form

To find the form, click:

Purchases
(item, service and professional)

Print Purchase Orders

Checks

Pay Vendors

1099 forms

Print 1099’s

Payroll Command Center

Type of Form

To find the form, click:

Paychecks

Print Paychecks

W2 forms

Print W2’s

Card File Command Center

Type of Form

To find the form, click:

Mailing labels

Mailing Labels

Personalized letters

Personalized Letters

Printing forms

Once you’ve found the form you want to print, you’re ready to make some important decisions about how you want to print the form. Before you begin printing, you can choose a form type, the specific information you want to display on the form, and the type of paper you intend to print the form on. You can also print alignment forms to ensure your information prints properly on the paper in your printer, and you can personalize the look of your forms.

Choosing the form you want to print

The Selected Form list at bottom section of all Forms Selection windows (except for personalized letters) allows you to choose the form you wish to use when you print your forms. MYOB AccountEdge provides a number of choices, depending upon the type of form you’re currently working with. Each of the forms are described below; make the selection that best fits your needs.

  • Select the pre-printed form layout if you want to print a form’s information onto paper that already contains lines, columns and headings. The pre-printed layout is designed to match most commonly used forms provided by third-party forms vendors.

  • Select the plain paper form if you want to print a form’s information onto blank paper. Lines, columns and headings are automatically printed with the form’s information.

  • Select a customized form if you want to print a form you’ve already customized and named using the form’s Customize window. Depending upon the form layout you customized, lines, columns and headings may be automatically printed with the customized form’s information.

  • If you’re viewing the Forms Selection window for checks or paychecks, choose the Continuous Feed Check form layout or the Laser Check form layout, or a custom form you’ve created. The Continuous Feed Check form allows you to print checks on connected sheets of check forms; the Laser Check form allows you to print checks one page at a time on a laser printer. The Laser Check form is also set up so two check stubs are printed after the check form.(See Tips for customizing checks to learn more about customizing your checks and check stubs.)

  • If you’re viewing the Forms Selection window for mailing labels or labels for sales, choose from a list of measured form or a custom form you’ve created. Measured forms are determined by a variety of factors on your computer. For example, if you’re using metric settings on your computer, you’ll be able to choose between two label forms that use metric measurements.

Note: You may have more than one custom form for your forms

If you are printing one of the following forms, you may have more than one custom form.

Sales, packing slips and labels
Checks and paychecks
Statements
Purchases
Mailing labels

See Customizing forms to learn how to use the Customize window to personalize the look of your printed forms.

Click below for the step-by-step procedure:

Printing forms

Step 1: Choose the information you want to print

Step 2: Customize the form (optional)

Step 3: Print alignment forms (optional)

Step 4: Review the forms you’ve selected for printing and print them

Customizing forms

Each of AccountEdge’s forms is unique in the information it provides and the specific layouts it reflects. Depending upon the needs of your business, the forms that are already set up when you begin using AccountEdge may fully serve your needs.

Note: Decide whether you need to customize the form

 AccountEdge provides an extensive set of well-designed form layouts so you can begin printing professional-looking documents immediately. This set of forms is designed to print properly on MYOB software-compatible business forms. If the AccountEdge form layouts match your preprinted forms, you don’t need to customize your forms.
If the preprinted forms you currently use don’t match the form layouts provided in AccountEdge, you’ll need to customize the form layouts for each form that doesn’t match your preprinted forms.

You may, however, occasionally find the need to make changes to specific forms to better accommodate your business needs. You can modify the look and content of individual forms in many ways. You can choose the types of information you want on your forms, design the way you want your forms to look, add graphics to enhance the appearance of your forms, change fonts and styles, draw lines and shapes, and select the size of the paper you’ll print your forms on. In other words, there’s little you can’t do if you’re customizing your forms.

Click for a step-by-step procedure

Customizing forms

Step 1: Open the form in the Customize window

Step 2: Add elements to the form (optional)

Step 3: Change elements on the form (optional)

Step 4: Move elements around on the form (optional)

Step 5: Remove elements from the form (optional)

Step 6: Preview the customized form (optional)

Step 7: Save the customized form

Step 8: Print the customized form

To activate a data field

To inactivate a data field

Opening a form in the Customize window

When you first open the Customize window, several elements of the form are in view. Data fields will print information from your AccountEdge data file. Data fields appear with their name in brackets and the field is surrounded by a box. You can view the name of data fields that are active—data fields that will print. Data fields that are inactive—data fields that won’t print unless you activate them—are shown in dimmed text.

Text fields are shown without surrounding boxes. What you see in the text field is what actually prints on the form.

Click below for the step-by-step procedure:

To open the form in the Customize window

Adding a picture or logo to a form

You can add a graphic in the PICT file format or a graphic in a format other than PICT to an MYOB AccountEdge form.

If the picture you want to use is in a format other than PICT, such as GIF or JPEG, use the To paste a picture into a form procedure. AccountEdge can display nearly any picture that appears on the Clipboard, regardless of its original format.

Click below for the step-by-step procedure:

To add a picture or logo to a form

Printing alignment forms

Since it’s important that your printed information is positioned correctly on paper forms, AccountEdge allows you to print alignment forms to ensure the information you’ll print is aligned in the proper locations. When you print an alignment form, no actual information is printed on the form in your printer; instead, generic information will appear on the page where actual information would appear if you were printing an actual form.

Click below for the step-by-step procedure:

To print an alignment form

Reviewing forms before printing

Before you begin printing, AccountEdge allows you to review the information that’s about to be printed on your forms. This review process allows you to view summaries of the information that will be printed on your forms, choose specific forms to print, and, if you’re reviewing sales, choose to print packing slips and shipping or mailing labels immediately after you print your sales. Depending on the form you’re working with, you can also zoom to transaction or card detail while you’re reviewing your forms.

Click below for the step-by-step procedure:

To review forms and print them

Tips for customizing checks

  • Checks differ slightly from other AccountEdge forms because the entire check form is composed of two forms -- the check form and the stub form. Check stubs typically contain data fields that summarize the information that appears on the main part of the check that the stub is attached to. In AccountEdge, four types of check stubs exist: The Regular Stub layout is automatically assigned to checks that are written using the Spend Money window.

  • The Payable Stub layout is automatically assigned to checks that are written using the Vendor Payments window.

  • The Paycheck Stub layout is automatically assigned to paychecks that are written in the Write Paychecks window.

  • The Refund Check Stub layout is automatically assigned to checks that are written using the Settle Returns & Credits window.

For information about adding a check form between two stub forms, see the following topic, Adding a check form between two stub forms.

Click below for the step-by-step procedure:

To customize the check form

To customize the stub form

Adding a check form between two stub forms

Some companies prefer to include two check stubs with each check. Sometimes, when this type of form layout is used, the check form is located between the two check stubs. In a few steps, you can customize your check layout to incorporate two stubs in this manner. Use the following procedure to customize a check with a stub above it and a stub below it

Note: If you want two stubs below a check

 If you want two stubs to be printed after the check form is printed, you simply need to choose the Laser Check selection from the Selected Form for Checks list at the bottom of the Forms Selection window for checks before you print the check forms. You don’t need to follow these instructions.

Click below for the step-by-step procedure:

To add a check form between two stub forms

Tips for customizing purchases

Item purchases contain a variety of information that’s intended to serve the needs of most businesses. However, you may find it useful to review the data fields that appear on the original item purchase form before you begin printing item purchases, in case the data fields we’ve selected don’t match your needs exactly.

The item numbers that are printed on item purchases are an important piece of information. The item numbers that are automatically set to print on an item purchase are the primary vendor’s item numbers, not the item numbers you assigned to items in the Item Information window. If you want your item numbers to print on an item purchase, you can choose to customize the purchase. This section contains information about how to ensure the item numbers you want are printed on your item purchases.

Printing the primary vendor’s item numbers on an item purchase

To ensure the primary vendor’s item numbers are printed on an item purchase, the following conditions must exist:

  • A primary vendor must be assigned to the item. Primary vendors are assigned to individual items in the Primary Vendor for Reorders field in the Buying Details view of the Item Information window.

  • An item number must be assigned to the item for the primary vendor. This number is entered in the Vendor Item Number field in the Buying Details view of the Item Information window.

  • The primary vendor for the item must be entered in the Vendor field of the Purchases window.

If these conditions don’t exist, no item numbers will be printed on the default item purchase.

Click below for the step-by-step procedure:

To print your item numbers on an item purchase

Tips for customizing mailing labels

AccountEdge’s mailing label forms are set up so they can be printed easily on popular mailing labels. Depending upon the system of measurement your computer uses, you can select from a set of measured form layouts. For example, if your computer is set up to track inches, you can choose between 2.75” by 4.25” and 2.875” by 1” mailing label form layouts.

Click below for the step-by-step procedure:

To change the size of your labels

Changing the position of your labels

Some printers aren’t capable of printing information on the top row of mailing label paper. If this is your situation, you’ll need to customize your mailing label form so the form’s top margin matches the printing capabilities of your printer.

Click below for the step-by-step procedure:

To change the position of your labels

Forms Overview