MYOB EXO Business User Guide - Horizon Business Systems
MYOB EXO BusinessUser GuideEXOBUSINESSMYOB ENTERPRISE SOLUTIONS
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Table of ContentsGetting Started 1MYOB EXO Business Overview . 1Features of the System . 1MYOB EXO Business Utilities . 2Basic Keyboard Navigation . 4Advanced Keyboard Navigation . 5Searching . 8Grids . 10Business Flow Menus . 12Archiving Data . 13Help Functions . 16Reading Menu Paths in Topics . 18Setting Up 19System Setup . 19Staff and Logging In . 21Migrating Data to EXO Business . 22Extra Fields . 23Custom Buttons. 29Event Log . 30Business Alerts . 34EXO URL Protocol . 41Grid Settings . 43Sending Emails . 44EXO Email Service . 48Configuration . 52Head Office and Branch Accounts. 84Working with Accounts 88Debtors . 88Creditors .104Non Accounts .113Contacts .117Common Account Functions .125Working with Stock 152Stock Overview.152Stock Master .153Stock Search .154Setting up Stock Groups .156Setting up Stock Item Details .158Alternate Supplier Codes and Costs .176Performing Stock Take .178Dealing with Stock Movements .194One-Off Stock Items .196iii
MYOB EXO Business User GuideStock Serial Numbers .199Style, Size, Colour .209The General Ledger 222General Ledger Overview .222Setting up GL Accounts .224Setting up GL Control Accounts .237Creating GL Batches .240Reconciling GL .244Generating GL Reports .244Maintaining GL Budgets .266General Ledger Transactions .276The Procurement Cycle 303Other Related Procurement Transactions .304Working with Purchase Orders .305Generating Creditor Invoices .325Inwards Goods .343Dealing with Creditor Payments .348Handling Reconciliation .350The Sales Cycle 351Sales Cycle Overview .351Generating Sales Orders .355Generating Debtor Invoices .384Receiving Debtor Payments .398Debtors Banking Batches .405Credit Notes .412Debtor Adjustments .413Sales Territories and Budgets.414Sales Analysis .420Pricing and Discounting 426Overview .426Price Policies.432Debtor Price Policy Groups .434Prompt Payment Discounts .437Sell Prices .440Scheduling Price Changes.442Price Rules .446MYOB EXO Finance 449MYOB EXO Finance Overview .449Bank Reconciliation .449Creditors Payment Processor .474Direct Debits.491iv
Table of ContentsTaxation 497Automatic Tax Rate Hierarchy .497Tax Setup .498Tax Rate Hierarchy Setup .501Tax Reports .503Manufacturing 504About Manufacturing .504Setting up Bills of Materials .505Processing Builds .512Works Orders .515Time Billing .521Document Manager 525Accessing the Document Manager .525Importing and Exporting Documents .526Document Manager Window .527Bulk Sending Documents .529Creating Merge Letters .531Merging Account Data with an Existing Template .533Reporting 534Running a Report .535Clarity Report Browser .538Clarity Report Designer .539Dashboards .539EXO Business Analytics .549Index 561v
Getting StartedMYOB EXO Business OverviewMYOB EXO Business is more than just an accounting solution. It is a complete business system allowing acompany to centralize virtually all business information into one completely integrated solution. Iteliminates the need for separate marketing databases through advanced contact management featuresand integrates a powerful document manager with Microsoft Office applications including email.The software is designed for small to medium sized companies and is a completely integrated solution withall core modules in one package. Since it is an open system it is possible to integrate third party softwareapplications to extend MYOB EXO Business’s functionality.Technical OverviewMYOB EXO Business is a seamlessly integrated suite of business management, relationships managementand accounting software applications developed for the needs of growing and ever changing small andmedium businesses. It features a 32-bit, multi-tiered, SQL Windows system written using Borland Delphi.Data is stored in a readily accessible industry standard format making it available to the majority of popularSQL-based business intelligence tools and productivity tools such as Microsoft Office products. The data isprotected by comprehensive database and application security protocols.Features of the SystemSome of the important features of MYOB EXO Business are listed here.Built on Industry Standard PlatformMYOB EXO Business is built on the advanced and popular industry standard network operating system,Microsoft Windows.Offers Reliability and Data IntegrityThe client/server SQL technology that MYOB EXO Business uses avoids the common causes of datacorruption. This results in data security, data integrity, scalability, reliability and performance.Provides High ScalabilityThe system can work well with up to 400 concurrent users. Its scalability is only dependent on thehardware that it runs on.Allows CustomisationThe software is highly adaptable and can fit into many different situations. Tools such as Menu Designer,Report Writer and User Defined Forms allow customisation to suit your business needs.Contains Easy-to-Use InterfaceThe MYOB EXO Business design is clear and simple. This makes the system easy to learn and operate.Integrates with Other MYOB ProductsMYOB EXO Business integrates with the MYOB EXO Payroll product so that payroll data can be posted tothe EXO Business General Ledger, and pay information sourced from the EXO Job Costing timesheet datacan be posted to EXO Payroll.Note: Information on setting up EXO Business to integrate with EXO Payroll is available in the Helpfor the EXO Job Costing module.1
MYOB EXO Business User GuideIntegrates with Third Party ToolsMYOB EXO Business supports Microsoft SQL Server, which is an industry standard system. It also has thefacility to store documents against Debtor or Creditor accounts. Thus documents such as quotes andaccount follow-up letters can be safely stored.MYOB EXO Business UtilitiesMYOB EXO Business offers many utilities to facilitate processing of transactions. The following summarisestheir function and how to locate them for further evaluation.DebtorsInvoice Number SearchUtilities Debtors Utilities Invoice number searchSearches for either Debtor or Creditor invoices, and allows viewing and reprintingPrompt Payment Discount CalculationUtilities Debtors Utilities Prompt Pay Discount CalculationManages the discount mechanism for debtor prompt paymentsPrice Policies and Price RulesUtilities Debtors Utilities Setup Price PoliciesSets up pricing policies for stock items or stock groups, and applies then to accounts or account groupsInvoice Batch PrintingReports Debtors Reports Debtor Invoice Batch PrintingAllows batch printing of invoices, for example after warehouse order supplyStatement Batch PrintingReports Debtors Reports Debtor StatementsPerforms debtor statement printingCreditorsRemittance Batch PrintingReports Creditor Reports Creditor RemittancesAllows batch printing of remittance advices2
Getting StartedSales Orders/Purchase OrdersArchive Sales Orders / Purchase OrdersUtilities Sales Order Utilities Archive Sales OrdersUsed to archive old sales order and purchase order transactions (see page 13) to help maintain an efficientsystem. Normally these records are no longer required once invoices have been created.StockPrice Change SchedulerUtilities Stock Utilities Price Change SchedulerAllows new prices to be preloaded, ready to be instigated at a later date. This function should be comparedwith Price Policies which can also support time-bound pricing.Price Update UtilityUtilities Stock Utilities Price Update UtilityAllows pricing structures to be updated by formula, including roundingSetup Stock SerialUtilities Stock Utilities Setup Stock Serial NumbersUsed to initially set up serial numbers and check and edit if needed. Serial number tracking is an optionalfeature that can be enabled.Serial Stock Batch CodesUtilities Stock Utilities Setup Stock Batch CodesUsed to initially set up batch numbers, and check and edit if needed. Batch number tracking is an optionalfeature that can be enabled.Serial Number TrackingUtilities Stock Utilities Serial Number TrackingSerial numbers can be tracked directly on the stock item master, (Account Stock [search for item] SerialNos), or accessed from its own Serial Number Tracking menu. This gives the ability to show how and whenthe stock item came into the system (e.g. creditor/ purchase order/ inwards goods reference), and how andwhen it left the system (e.g. Debtor/ Sales order), and internally (e.g. works order), depending on the levelof tracking detail selected for the stock item.General LedgerGL Batch ReviewUtilities General Ledger GL Batch ReviewAllows GL batches to be reviewed (see page 285) by account range, period, dates or staff, and printed asnecessary.3
MYOB EXO Business User GuideReconcile GL AccountUtilities General Ledger Reconcile AccountAllows transactions in a GL account to be reviewed and marked as reconciled.SystemData VerificationUtilities Data VerificationPerforms various tests on transactions (see page 55) to highlight issues.Email SenderUtilities Send E-mailManages the user setup for the built in email sender (see page 44), which works with in-house mail servers.Menu DesignerSetup Setup MenusUsed to manage user menus (see page 75). Normally reserved for the system administration orimplementerDocument ManagerUtilities Document ManagerManages the storing and attaching of documents (see page 525) to Debtors and other accounts.Basic Keyboard NavigationMYOB EXO Business can be navigated by keyboard or mouse, however it’s normal to use a combination ofboth options. Both standard Windows and MYOB EXO Business-specific keyboard conventions are used.Standard Windows keyboard conventions:4KeyUseTABMoves from field to field, column to columnSHIFT TABMoves backwards from field to field, column to columnENTEROn open windows, automatically selects the OK button.ARROW KEYSMoves around a grid (see page 10), or up and down a listPgUp, PgDnMoves between the ‘sections’ of some windows, such as moving from theinvoice header, to the body, to the end
Getting StartedMYOB EXO Business-specific keyboard conventionsKeyUseF1HelpF3Debtor SearchF4Sales order search windowF6Debtors invoice entryF7Debtors Invoice reprint windowF5/F10Window specific functionsAdvanced Keyboard NavigationMYOB EXO Business can be navigated by keyboard or mouse, commonly both options are used. Bothadvanced Windows and MYOB EXO Business-specific keyboard conventions are used.Advanced Windows keyboard shortcutsKeyUseCTRL TABMoves though Tabs from left to right.SHIFT CTRL TABMoves through Tabs from right to left.ALT F4Closes current MYOB EXO Business window.ARROW KEYSMoves around a grid, or up and down a list.PgUp, PgDnMoves between the ‘sections’ of some windows, such as moving fromthe invoice header, to the body, to the end.MYOB EXO Business main screen keyboard shortcutsKeyUseALT (underlinedletter)Executes assigned function of that control. Normally field labels with underlinedletters indicate that letter ALT key will activate that control box’s or button’sfunction. For example, pressing ALT C will result in the same action as clicking thebutton.F3Opens the Debtor Search window.F4Opens the Sales order search window.F6Opens the Debtors Invoice Entry window.F7Opens the Debtors Invoice reprint window.5
MYOB EXO Business User GuideDebtors Invoicing window keyboard shortcutsKeyUseF5Opens the Debtor Account Details window.F6Opens a second Debtors Invoice Entry window.F7Opens the Debtors Invoice reprint window.F9Opens the Sales Messages window.F10Opens the Extra Delivery Addresses window.F11Opens the default Delivery Address window.InsertInserts a blank line.CTRL OWhen a line item is selected, creates a One Off Stock Item.CTRL LWhen a line item is selected, opens the Stock Level Enquiry window.CTRL NWhen a line item is selected, creates a new Narrative.CTRL ’When in a Narrative window, opens the list of Common Phrases.Creditors Invoicing window keyboard shortcutsKeyUseF5Opens the Creditor Account Details window.F10Opens the Goods Receipt Search window.F11Toggles between GL and STOCK mode.CTRL F2When a line item is selected, opens the Invoice Line Periscope.Sales Order Entry window keyboard shortcutsKeyUseF4Opens the Sales Order Search window.F5When account details are is selected, opens the Debtor Account Details window.When a line item is selected, opens the Stock Account Details window.6F10Opens the Extra Delivery Addresses window.InsertInserts a blank line.CTRL F2When a line item is selected, opens the Sales Order Line Periscope.
Getting StartedCTRL OWhen a line item is selected, creates a One Off Stock Item.CTRL LWhen a line item is selected, opens the Stock Level Enquiry window.CTRL NWhen a line item is selected, creates a new Narrative.CTRL ’When in a Narrative window, opens the list of Common Phrases.Purchase Order Entry window keyboard shortcutsKeyUseF5When account details are is selected, opens the Creditor Account Details window.When a line item is selected, opens the Stock Account Details window.F10Opens the Extra Delivery Addresses window.InsertInserts a blank line.CTRL F2When a line item is selected, opens the Purchase Order Line Periscope.CTRL OWhen a line item is selected, creates a One Off Stock Item.CTRL LWhen a line item is selected, opens the Stock Level Enquiry window.CTRL NWhen a line item is selected, creates a new Narrative.CTRL ’When in a Narrative window, opens the list of Common Phrases.7
MYOB EXO Business User GuideSearchingSearch windows follow a common style, regardless of what is being located. This includes search windowsfor debtors, creditors, general ledger and stock accounts, as well as sales orders, purchase orders, bills ofmaterials, contacts, works orders, and inwards goods processes.1. To narrow the search, enter part of the name in the Search Key. Alternatively other related detailsmay be entered into the Search Key field, (such as the account number or the Alphacode in anaccount search). You can search on: Account number, Code and Name Any part of the debtor address Phone number Contact name BalanceNote: you cannot search by Primary Group in this search.2. Check any options relevant to the search. For example, Extended search searches more fields (suchas address, or extra search fields (see page 10)), however it is slower. If Extended search is notchecked, only basic fields are searched such as the account name and number. Check the Includeinactive accounts checkbox to include both active and inactive accounts in your search.3. Click Search. This provides a list of items that match the search criteria.4. To select an item and view more detail, use the Up and Down arrow keys and press Enter, orDouble-Click on the item using the mouse.When inside a transaction entry grid, and an item such as an account or stock item needs to be found,enter a question mark ‘?’ and press TAB to return all the items in a search list. A partial search is alsopossible in place of the question mark, e.g. enter ‘FISH’ and press TAB to return all items starting with FISH.Note: Stock Item Search supports three methods: Exact Phrase, All Words and At Least One.8
Getting StartedAdvanced SearchThe advanced search feature is available on several windows; in some cases it is immediately available, andin others it can be accessed by selecting Advanced Search from the Search Mode control or from the Filemenu to replace the standard search functions with the advanced functions.Note: As its name implies, this is an advanced search function - it will take some experimentationbefore you are familiar with the complex options available. If you have a large customer base, werecommend you familiarise yourself with this tool; used correctly, it can significantly refine searchresults.1. To begin configuring the search parameters, click on the Filter button to add a condition or a group,or click press the button to add a new condition. The Filter button also provides a means to clearall the search parameters from its popup menu.2. The red items are boolean functions. Using the “AND” operator between terms retrievesdocuments containing both terms. “OR” retrieves documents containing either term. “NOT”excludes the retrieval of terms from your search. Click on this to choose the function from thepopup menu.3. The ellipsis button is used to add a condition, add a group or remove a row.4. The green, maroon and blue text items define the search parameter. The green and maroon itemsare interactive and will open a popup menu when clicked. The green item is the actual fielddefinition, the maroon is a conditional argument and the blue text is a user-defined variable. Theblue text can be compared to the Search Key field in the standard search window.Note: When using the “like” argument, the percent character (%) is used as a wildcard. Forexample, to search for all Debtors whose names begin with “A”, enter “Name like A%”.5. Add additional filter criteria by clicking the button at the bottom of list.6. The search result is displayed below - note how this has isolated the result to only one item in thisexample, as the search was well defined.Tip: The best way to get familiar with this advanced search is to experiment with a few searchparameters. Searching will not have any impact on EXO Business, and if you can find the time tobecome initially proficient with this search method, it could save you valuable time when a fast resultis required.9
MYOB EXO Business User GuideAdding Search FieldsProfile settings can be used to add fields to search windows. A variety of Extra . search fields profilesettings are available in the EXO Business Configurator, e.g. Extra creditor account sear
The MYOB EXO Business design is clear and simple. This makes the system easy to learn and operate. Integrates with Other MYOB Products MYOB EXO Business integrates with the MYOB EXO Payroll product so that payroll data can be posted to the EXO Business General Ledger, and pay information sourced from the EXO Job Costing timesheet dataFile Size: 1MB
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The MYOB EXO Business design is clear and simple. This makes the system easy to learn and operate. Integrates with Other MYOB Products . MYOB EXO Business integrates with the MYOB EXO Payroll product so that payroll data can be posted to the EXO Business General Ledger, and pay in
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from a command prompt. I MYOB E2) B#( -- Information on installing and upgrading MYOB Exo Business is available on the MYOB Exo Business Education Centre see the following pages: I
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