Preparing company files for multiple users

Welcome

Web Store Setup and Details Web Store Selling Details Web Store Sync Options Web Store VAT Accounts Progress Billing Progress Billing Transaction report Create Invoice from Purchase Action Menu Read-only File Setting AccountEdge Mobile Application Time Tracker for AccountEdge Preview PDF before printing New PDF engine improvements Better Handling of graphics on forms Expanded Note fields Start a New Financial Year Spend Money Interface redesign

Payroll Compliance Tax Calculations

Additional Statutory Paternity Pay

End of Year Payroll Assistant

P14 End of Year Report

Learning about your software

Manuals Online help Other resources

Experiment with a sample company’s data

Exploring your software

Command centres Task list Calendar (date entry) Business calendar Calculator Zoom arrows Search icons Select columns Mouse shortcuts Shortcut keys Default screen font

Setting up your company file

Overview Create a company file

Set up accounts

Setting up accounts

Enter account opening balances Set up preferences Set a password for the Administrator user ID

Overview Set up sales Set up purchases Set up payroll

Do an initial bank reconciliation

Task 1: Identify uncleared withdrawals and deposits Task 2: Record uncleared withdrawals and deposits Task 3: Reconcile

Create item records Enter stock opening balances Set up a Web Store Manage Mobile Application Manage Time Tracker

Receiving money Preparing a bank deposit Spending money Entering transactions in the Bank Register window Transferring money between accounts Tracking petty cash expenses

Reconciling your bank accounts

Undoing an account reconciliation

Importing statements Recording miscellaneous transactions Credit card transactions Analysing your cash flow

Creating a customer card

Task 1: Enter information about the customer Task 2: Choose the type of sale Task 3: Enter the items or services you are selling Task 4: Enter additional information about the sale Task 5: Complete the sale Adding and deleting transaction lines, subtotals and headers in sales transactions

Recording sales with insufficient on-hand item quantities

Allow negative on-hand quantities and values Build, buy or backorder items

Changing the status of a sale Reviewing your sales information Receiving payments Printing payment receipts

Credit limits Credit holds Finance charges paid by customers

Creating customer credits

Settling credit notes

Dealing with a supplier who is also a customer Accounting for bad debts Progress Billing

Creating a supplier card

Entering purchases

Entering a purchase transaction Task 1: Enter information about the supplier Task 2: Choose the type of purchase Task 3: Enter the items or services you are purchasing Task 4: Enter additional information about the purchase Task 5: Complete the purchase Adding lines, subtotals and headers to purchases

Receiving items without a supplier invoice

Setting up an accrual account for items received without a supplier invoice Recording items received without a supplier invoice

Creating a purchase order from a sale Changing the status of a purchase Reviewing your purchase information Paying suppliers

Creating supplier debits

Settling supplier debits

Adding finance charges paid to suppliers

Paying your employees

Payroll setup tasks

Creating payroll categories

Wages Information window Entitlements Information window Deduction Information window Employer Expense Information window Editing payroll categories

Creating employee cards Entering employee payroll information

Delete timesheet entries View timesheet reports

Processing your payroll

Task 1: Select the pay period Task 2: Include employee timesheets Task 3: Select and edit employee pay Task 4: Record the employee paycheques Task 5: Process payments Task 6: Print payroll earnings Task 7: Print/email pay slips

Payroll liabilities

Processing termination payments

Task 1: Determine any outstanding entitlements Task 2: [Optional] Create payroll categories for termination payments Task 3: Process a paycheque for the final pay Task 4: Terminate the employee in the Card File Task 5: Print the employee’s P45

Reviewing payroll information

Viewing pay history Viewing an employee’s entitlement balances Analysing payroll Reviewing payroll liabilities

Preparing and filing payroll tax forms

Enrolling in PAYE Online for Employers Preparing and e-filing original year-end tax forms Preparing and printing year-end tax forms Preparing an amended return Submitting test data before e-filing Additional information about completing year-end tax forms

Data that will print in this field Required/Optional (P14 field title)

Billing for time

About the time billing feature Setting time billing preferences Setting billing rates Creating activities

Creating activity slips

Creating multiple activity slips

Reviewing and changing activity slips Creating time billing invoices Work in progress

Average Cost, Last Cost and Standard Cost

Making stock adjustments

Stock adjustment examples

Multiple stock locations

Recording stock movements between locations

Auto-building items

Count stock Reviewing your stock information Setting item prices

Customising stock

Creating custom price levels Creating custom lists Custom lists and stock reports Creating brands list Brands list and inventory reports Weight Creating custom fields Creating tags list Tag list and inventory reports

International transactions

About the multiple-currency feature

Setting up multiple currencies

Task 1: Select the multiple currency option Task 2: Set up records for foreign currencies Task 3: Create accounts to track foreign-currency transactions Task 4: Assign accounts to foreign currencies Task 5: Assign appropriate currencies to foreign customers and suppliers

Exchange rates

Tracking currency gains and losses

Tracking realised currency gains and losses Unrealised currency gains and losses

Miscellaneous transactions

Transferring funds to a foreign account Entering foreign-currency transactions in a local account Reconciling accounts containing foreign transactions

Setting up VAT codes

Accrual and cash reporting VAT Summary and VAT Summary – Cash reports VAT Detail, VAT Detail – Cash reports VAT Return and VAT Return – Cash reports

Reporting EC sales

Reporting EC purchases VAT Return, VAT Return – Cash reports

Adding a record

Adding records using Easy-Add

Finding a record Changing a record Inactivating or reactivating a record Deleting a record

Combining records

Combining Cards Combining accounts

Finding a transaction

Changing or deleting a transaction

Changing a transaction Deleting a transaction

Reversing a transaction

Recurring transactions

Setting up recurring transactions Recording recurring transactions Responding to reminders for recurring transactions

Publishing to iCal

Publishing an invoice or purchase to iCal Publishing a recurring transaction to iCal Publishing a reminder log to iCal

Producing reports Printing report batches

Customising reports

Task 1: Select the data to be printed Task 2: Specify the required fields Task 3: Select finishing options Task 4: Change the report format Task 5: Print the report Task 6: Save the report Changing the default fonts on reports Frequently used reports Overview of report details

Finding forms

Sending forms immediately Sending forms in a batch Advanced filters

Customising forms

Task 1: Display the form Task 2: Set up form properties Task 3: Adding and editing elements Task 4: Preview the customised form Task 5: Save the customised form Task 6: Print the customised form Changing the default fonts on forms

Adding and editing elements

Adding and editing data and label elements Adding and editing graphic elements Editing all elements with common commands

Contact management

Creating a card

Keeping in touch with your contacts

Personalised letters Mailing labels Reminder log More ways to keep in touch

Grouping your contacts

Identifiers Custom lists

Synchronising cards with Mac Address Book cards

Deleting cards Resetting the synchronisation

Customising cards

Card identification codes Card pictures

Reviewing your contact information

Financial control

Tracking financial information

Accounts Categories Jobs

Tracking reimbursable expenses

Task 1: Set up a job Task 2: Assign expenses to the job Task 3: Bill the customer Changing the status of a reimbursable expense

Entering budget amounts Budget Shortcuts window

Auditing your records

Company Data Auditor Audit trail tracking system

Reviewing financial information

End-of-period procedures

Month-end procedures

Task 1: Run the Company Data Auditor Task 2: Review reports Task 3: Send customer statements Task 4: Record depreciation Task 5: Lodge VAT returns Task 6: Pay PAYE and NIC that is due Task 7: Lock periods

Starting a new financial year

Task 1: Complete month-end tasks Task 2: Perform a stocktake Task 3: Provide information to your accountant Task 4: Enter end-of-year adjustments Task 5: Back up your company file Task 6: Start a new financial year Task 7: Optimise and verify your company file

Starting a new payroll year

Task 1: Process the last paycheques for the year Task 2: Print payroll reports Task 3: Prepare and submit payroll tax forms Task 4: Back up your company file Task 5: Start a new payroll year Task 6: Optimise and verify your company file

Managing user accounts and company files

Managing user accounts Backing up and restoring company files

Servicing your company file

Checking your company file for errors Optimising your company file Purging information that is no longer needed Troubleshooting file-locking problems

Troubleshooting your company file

Alert messages—company file Alert messages—transactions

Importing and exporting data

Exporting data Importing data Managing import and export records AppleScripts

Networking company files

Preparing company files for multiple users Setting up the network hardware Setting up a company file folder on a Mac OS X host Accessing the shared company file from Mac OS X workstations

Networking company files > Preparing company files for multiple users

Preparing company files for multiple users

note :

This section only applies to AccountEdge Plus users. MYOB Accounting only supports a single user and cannot be networked.

AccountEdge Plus is a network-ready application that comes with one licence. However, if your volume of transactions grows too great for one person to handle, you can purchase additional workstation licences so that several users can access the company file simultaneously. See ‘Backing up and restoring company files’ on page 293.

If multiple users will be simultaneously accessing a company file, it should be stored on a host computer where it can be accessed across the network from Macintosh workstations. The host computer needs to be running Mac OS X 10.3 or later.

note : Setting up networks needs expert skills

Because setting up routers or hubs, cabling computers, and configuring network hardware and software requires expert knowledge, you may need to employ an expert with the necessary skills.

This section assumes that your network is already set up. A local area network (LAN) can be set up in many different ways, so this section describes only the common situation of a LAN protected from the external Internet by a firewall on a router or gateway computer.

■	Setting up the network hardware

■	Setting up a company file folder on a Mac OS X host

■	Accessing the shared company file from Mac OS X workstations

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