Tips & Troubleshooting

Preferences tips

Preferences to help your software operate faster on a network

MYOB Premier Accounting only

Setting specific preferences can improve your software’s performance on a network.

Select the following preference:

■	Use Easy-Fill When Selecting From a List (Windows view)

Deselect the following preferences:

■	Automatically Refresh Lists When Information Changes (System view)

■	Warn for Duplicate […] Numbers preferences (Banking, Sales and Purchases views)

For information on other ways you can improve performance on a network, see Special considerations for networked company files.

The date displayed is incorrect

MYOB software uses your computer’s system date for all transactions. Try closing your MYOB software and reopening your company file. If the date still is wrong, check that your computer’s system date is correct. If you’re unsure how to do this, search your computer’s help system.

The date is displayed in the wrong format

MYOB software uses the date format that is set on your computer. If you want to change the format, you need to change the settings on your computer. Note that this will change the date format for all the programs on your computer. If you are unsure how to so this, search your computer’s help system.

Preferences to speed up data entry

You can change a number of preferences to reduce the amount of typing you do, provide default entries and automate certain tasks, like applying payments to open invoices. The following is a list of some preferences that may help speed up data entry:

■	Select and Display Account Name, Not Account Number (Windows view)

■	Select Items by Item Name, Not Item Number (Windows view)

■	Select Cards by Card ID, Not Card Name (Windows view)

■	Use Easy-Fill When Selecting From a List (Windows view)

■	The Enter Key Works Just Like the Tab Key When Entering Data (Windows view)

■	When I Receive Money, I Prefer to Group It with Other Undeposited Funds (Banking view)

■	Automatically Print/Email/Fax/Save to Disk Sales When They are Recorded (Sales view)

■	Print Packing Slips When Invoices/Orders/Invoices and Orders are printed (Sales view)

■	Print Labels When Sales are Printed (Invoices, Orders, Quotes) (Sales view)

■	Apply Customer Payments Automatically to Oldest Invoice First (Sales view)

■	Automatically Print/Email/Fax/Save to Disk Purchases When they are Recorded (Purchases view)

■	Apply Vendor Payments Automatically to Oldest Bill First (Purchases view)

Systemwide preferences

Systemwide preferences are preferences that affect everyone who has access to your company file. For example, if you select Transactions CAN’T Be Changed; They Must Be Reversed nobody who has access to your company file will be able to change transactions once they’ve been recorded.

If you share your MYOB software across a network, you may want to exclude users from accessing the Preferences menu, so that only the system administrators can change preference settings.

Time billing preferences are optional

The preferences in the System view of the Preferences window are optional. If none of them applies to the way you work, you can still use the time billing features without them.

Understanding Easy-Fill

Easy-Fill displays your permanent records (customer names, account numbers, items, etc) as you type them, enabling you to save a few keystrokes with each entry. If more than one entry begins with the same letters, keep typing until the record you want is displayed. When you see the entry you want, press TAB to move to the next field.

To enable Easy-Fill, select the Use Easy-Fill When Selecting From a List option in the Windows view of the Preferences window.

Unlocking periods after you’ve locked them

If you want to enter an adjustment for a period that is locked, choose an earlier month from the list that appears in the Security view of the Preferences window. Then, after you’ve made the adjusting entry, re-lock the period. Note that any reports you have already generated in the lock period will be affected by the change, and should be rerun.

About aging periods

You can choose how you want to group aged transactions for your reports and forms. The settings you choose will affect statements and reports, including the Aged Receivables and Aged Payables reports, and the Receivables Reconciliation and Payables Reconciliation reports. Aging periods are also used to categorize information in the Analysis windows.

Changing the font that appears in windows

Go to the File menu and choose Default Fonts. In the Default Font Selection window click Windows.

Changes to default credit terms won’t affect current customers and vendors

If you change the Default Customer and Default Vendor credit terms in the Credit Terms window, these terms will only apply to new customer and vendor cards.

If you want to update the credit terms for existing customers or vendors, you need to change individual cards in the Card Information window.

Making changes to your linked accounts

Your MYOB software uses linked accounts to post your inventory, sales and purchase transactions to the proper account. When, for example, you link your receivables account, you are telling your MYOB software where to post the balance due from a sale.

Many linked accounts are set up for you when you create a new company file and you may not need to change them. If you’re not sure whether you should change your linked accounts, consult your accountant before proceeding.