FNSACCT407B Set up and operate a computerised accounting system

Transcription

1 A Step by Step Approach to Set up and Operate a Computerised Accounting System using MYOB Accounting Plus v18 Copyright Notice: Copyright 2008 Marian Brown. All rights reserved. No part of this material may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying or by information retrieval systems) without permission in writing from Marian Brown. Written by: Marian Brown Dip T [Commerce], MICB Cert IV Workplace Training and Assessment, Cert IV in Financial Services [Bookkeeping] MYOB Certified Consultant for 14 years MYOB Accredited Author, MYOB Publisher, MYOB Accredited Trainer MBS Training Services Pty Ltd sales@mbsts.com.au Publishers: Software Publications Pty Ltd [ABN ] Head Office Sydney Unit 10, 171 Gibbes Street Chatswood NSW 2067 Phone: Web address: ISBN Revised edition: 16 March 2009 FNSACCT407B Set up and operate a computerised accounting system Copyright Marian Brown 2008 Set up and Operate a Computerised Accounting System Table of Contents i

2 Copyright/Trademark Information: MYOB, MYOB AccountEdge, MYOB Accounting, MYOB Accounting Plus, MYOB BusinessBasics, MYOB FirstEdge, MYOB M-Powered, MYOB M-Powered Services, MYOB M- Powered Bank Statements, MYOB M-Powered Invoices, MYOB M-Powered MoneyController, MYOB M-Powered Payments, MYOB ODBC Direct, MYOB PowerPay, MYOB Premier and MYOB Premier Enterprise are registered trademarks or trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of Solution 6 Holdings Limited, a member of the MYOB group. Bpay is a registered trademark of Bpay Pty Ltd, ABN MasterCard is a registered trademark of MasterCard International Inc. Microsoft, Access, Excel, Internet Explorer, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. VISA is a registered trademark of Visa International Service Association. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners. Screen captures from MYOB Accounting Plus v18 reproduced with permission. Limitations of Liability: This material is designed to provide basic information on how to use MYOB Accounting/Accounting Plus v18 and MYOB AssetManager Pro v3.5. Because business circumstances can vary greatly, the material is not designed to provide specific GST or business advice for particular circumstances. Also, because aspects of the GST are complex and detailed, the material is not designed to comprehensively cover all aspects of the GST. Further, the laws implementing GST and rulings and decisions under those laws may change. Before you rely on this material for any important matter for your business, you should make your own enquiries about whether the material is relevant and still current, and whether it deals accurately and completely with that particular matter; and as appropriate, seek your own professional advice relevant to that particular matter. This information is for the general information of MYOB clients and is not to be taken as a substitute for specific advice. Consequently Marian Brown will accept no responsibility to any person who acts on information herein without consultation with Marian Brown. The information in this book is relevant to MYOB Accounting Plus v18. Earlier or later versions of MYOB software could change the instructions in this workbook. Copyright Marian Brown 2008 Set up and Operate a Computerised Accounting System Table of Contents ii

3 Unit 10: File Management and Error Correction Learning Outcomes On completion of this unit, you will be able to: correct errors in a changeable and unchangeable data file; view the audit trail of changes made to MYOB data; manage cards and accounts; and back up and restore data files. This unit covers the following performance criteria: Element 5.1 Element 5.2 Element 5.3 Element 2.5 Regular back-ups of the system are made to ensure against loss or corruption of data. Data back-ups are restored in the event of loss or corruption of data. A secure record of all processed transactions is maintained for audit purposes. Adjustments are made for any detected processing errors. Copyright 2008 Marian Brown Set up and Operate a Comp Accounting System Unit 10: File Management and Error Correction 103

4 Error Correction Methods The method used to correct errors, depends on whether the MYOB data file is Changeable or Unchangeable. This preference is selected in the Security Preferences. In this workbook, your data file has been CHANGEABLE, so that you have been able to call up a document and make your correction. To view the Security Preferences in the SETUP18 data file: (ii) Click on Setup in the menu bar and select Preferences. Select the Security TAB. The window below is displayed. The option Transactions CAN T be Changed; They Must be Reversed, determines whether your data file is: CHANGEABLE or UNCHANGEABLE. Notes on Changeable/Unchangeable At present the data file option is NOT TICKED ie data is CHANGEABLE. This option seems to be the option favoured by most businesses, however data is usually PASSWORD PROTECTED [covered later in this workbook]. Changeable: Unchangeable: This option allows data to be edited or deleted. This option DOES NOT allow changes to data. Reversing entries are required. 104 Unit 10: File Management and Error Correction - Set up and Operate a Comp Accounting System Copyright 2008 Marian Brown

5 Changing the Data File Option to Unchangeable Click in the box in front of this option so that your data file is UNCHANGEABLE. Your window will look like this. (ii) Click on OK to return to the Command Centre. Exercise using the Unchangeable Data Option Key in the following cheque in the usual manner and RECORD. No: /month To: Telstra For: Internet Expenses [Account ] This cheque $ [inc GST] After recording this cheque, you realise you have made an error. The amount should be $ This cheque $ [inc GST] Amount should be $ To correct this error you must call up the incorrect entry: (ii) Select the Register button at the bottom of your window. Check your Batch Dates to 19/month. Note: The ZOOM ARROWS are shaded. This indicates you are working in an UNCHANGEABLE file. Copyright 2008 Marian Brown Set up and Operate a Comp Accounting System Unit 10: File Management and Error Correction 105

6 (iii) (iv) (v) Call up Cheque Number 1012 by clicking on the ZOOM ARROW to the left of the transaction. Try to change the amount 350 to 380. MYOB will not allow this change because the Data File is Unchangeable. To change, this entry must be reversed. (a) Click on Edit in the Menu Bar. (b) Choose Reverse Cheque Transaction. Your reversed cheque transaction is displayed below. (vi) (vii) Record the reversed entry. Click on Cancel to return to the Bank Register. Note the reversal entry. (viii) Return to the Banking Command Centre. (ix) Now key in the cheque again using the correct amount of 380 and cheque number No: /month To: Telstra For: Internet Expenses This cheque $ [inc GST] Note: When you record this cheque, you are warned that you are using a duplicate cheque number. CLICK on OK. (x) In your Bank Register window, check the reverse entry and re-entry of correct data. The following window is displayed. 106 Unit 10: File Management and Error Correction - Set up and Operate a Comp Accounting System Copyright 2008 Marian Brown

7 Return to the Command Centre. Changing the Data Option back to Changeable Change the Security Preferences in Setup back to CHANGEABLE so that your Preference looks like this: Return to the Command Centre. Notes on Audit Trail Report On Page 104, you viewed the Audit Trail option. This Audit Trail option tracks the following in your data file. Transactions: deletion of a transaction change of card selection change of ID# change of date change of amount on any line change of account on any line change of item selection change of job selection change of payroll details Tax: deselection of tax on any line of a sales or purchase transaction change of tax code for a sales or purchase transaction change of tax amount for a sales or purchase transaction adding transactions with a tax code other than the default code for the selected card or account [invoices only, not orders or quotes] adding transactions with a changed taxable amount change of the linked account selection in any of the Tax Code information windows. Account: change of the current account number change of the account s opening balance addition of a new account deletion of an account System: change of the linked account selection in any of the Linked Accounts windows change to the lock periods security preference {A change of the lock period date, as well as selection/deselection of the preference, are tracked.} change to the Transactions Can t be Changed: They must be Reversed preference change to the Use Audit Trail Tracking preference undo bank reconciliation Copyright 2008 Marian Brown Set up and Operate a Comp Accounting System Unit 10: File Management and Error Correction 107

8 Displaying your Audit Trail Report To display your Audit Trail report: (ii) (iii) Select Reports in the Command Panel. Select Accounts TAB. Scroll down the list and Select [double-click] Audit Trail Report. (iv) (v) In Report Customisation select the actual dates on which you have been working in the data file. Display your report. This report should display all changes you have made in your data file. Your report could look something like this [using your current month]. To include this column: With report displayed, select Customise. (ii) Select Report Fields TAB. (iii) Select Original Date. (iv) Select Display. This report will assist in the correction of errors process. Return to the Command Centre. 108 Unit 10: File Management and Error Correction - Set up and Operate a Comp Accounting System Copyright 2008 Marian Brown

9 Combining CARDS In the Card File Command Centre, select Cards List. Your list should look like this: If a card has been used in the last 2 years or linked to a job, this card CANNOT be deleted. Therefore it is common for a business to have many duplicate cards [created in error] or cards no longer needed that cannot be deleted. (ii) Apple Wholesalers is the same business as Able Wholesalers someone made a typo. To combine the 2 cards: (a) (b) (c) Point to Able Wholesalers and single click. Select Combine Cards at the bottom of your window. Complete the following information: (d) Select Combine Cards, read warning and OK. All the transactions on the Apple Wholesalers card will be combined with the transactions on the Able Wholesalers card. [In this data file, there were actually no transactions in Apple Wholesalers. Example given to use the Combine Cards feature.] Return to the Command Centre. Copyright 2008 Marian Brown Set up and Operate a Comp Accounting System Unit 10: File Management and Error Correction 109

10 Combining ACCOUNTS and Changing Account Names (ii) (iii) Select the Accounts Command Centre. Select Accounts List. Select Expense TAB. Your list will look like this: (iv) (v) The business has decided to: (a) Change Telephone to Telephone and Internet. (b) Transfer all transactions in the Internet account to Telephone account. To change an account name: (a) Point to Telephone and double-click. (b) In Edit Accounts, change the account name. (c) Click on OK. (vi) Before combining accounts, it is advisable to make a back up [see next page]. To combine accounts: (a) Point to Telephone and Internet and single click. (b) Select Combine Accounts and complete the following information. (c) Select Combine Accounts, read warning and click on OK. All the transactions have been combined. 110 Unit 10: File Management and Error Correction - Set up and Operate a Comp Accounting System Copyright 2008 Marian Brown