Accountant Office Managing Clients

Accountant Office Managing Clients Participant Guide Version 1.0

2008 MYOB Technology Pty Ltd Disclaimer MYOB has made every attempt to ensure the accuracy, relevance and completeness of this material but excludes (to the extent allowed by legislation) any warranties regarding it. Furthermore MYOB, its staff and agents shall not be liable for any loss, cost or damage (however incurred including negligence) arising out of errors or omissions in the material, especially if such materials contain information sourced from third parties or the ATO. In some cases the materials provided contain case studies (applying particular accounting standards or legislation) and anecdotes which may not directly apply to the user's circumstances and are used as representative examples only and should not be considered as authoritative advice regarding any accounting standard, law or industry opinion. MYOB advises that if the user wishes to rely on the case studies contained in the material then it must seek professional advice before doing so. Furthermore reliance on the representative examples in the seminar materials is at the user's own risk. Copyright Furthermore the seminar and materials may not be copied, altered, edited, disposed of or distributed without the prior written consent of MYOB. Trademark Rights All trademarks used in this material are owned by MYOB Technology Pty Ltd or the indicated registered owners of the trademarks. Users are forbidden from using, copying or transporting the trademarks without express prior written consent. AppleShare and Macintosh are registered trademarks of Apple Computer, Inc., registered in the United States and other countries. LiveLinks is a trademark of Ceedata Holdings Pty Ltd. Microsoft, MS-DOS, Windows, Windows NT, Windows BackOffice and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Novell and Netware are registered trademarks of Novell, Inc., MYOB Technology Pty Ltd ABN 30 086 760 269 Level 14, 383 Kent St SYDNEY, NSW, 2000 Managing Clients in MYOB Accountants Office Printed: February 2008

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Table of Contents Introduction 2 Participant Profile...2 Learning Outcomes...2 Overview of Accountants Office 3 Get Started in AO 4 Introduction...4 Launch and Navigate in AO...6 How to Launch Accountants Office... 6 How to Navigate in AO... 8 Key points: Launch and navigate in Accountants Office... 9 Use Help...9 How to Use Help in Accountants Office... 10 Key points: Use Help... 10 Summary...10 Work with Clients 11 Introduction...11 Review clients...12 How to Use the Desktop effectively... 13 How to use the Client Finder... 15 Key points: Review clients... 15 Create a new client...15 How to create a new client... 19 Key points: Create a new client... 20 Update Client Details...20 How to Update Relationships... 22 How to update using the tabular view of clients... 24 Key points: Update Client Details... 24 Manage No Longer Clients (NLCs)...24 How to archive client records... 26 How to merge clients... 27 Key points: Manage No Longer Clients... 27 Summary...28 Data and Document Management 29 Introduction...29 Maintain correspondence...32 How to add client Notes... 32 How to prepare documents and letters... 33 Key points: Maintain correspondence... 34 Create Templates...34 i

How to create a Template... 35 Key points: Create Templates... 36 Summary...36 Prepare Reports 37 Introduction...37 How to Run a Report... 38 How to Create User Defined Reports... 39 Key points: Prepare Reports... 40 Summary...41 ii 2008 MYOB TECHNOLOGY PTY LTD

Introduction This document includes a copy of the concepts and procedures that form the basis of this self-paced online learning module. As you work your way through this self-paced online learning module, you might like to print this document so that you can: Make your own notes to record procedural steps and additional information provided by your instructor Keep a printed record of procedures and key points Participant Profile This module is suitable for all users. Learning Outcomes In this module you will learn how to: Explain the relationship between the Clients database and Accountants Office (AO) Navigate effectively within Accountants Office Make use of Help within Accountants Office Create and update clients Make use of Client Relationships Manage No Longer Clients (NLCs) Manage client data and documents Prepare reports. 2 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Overview of Accountants Office AO stores client and contact information in a central database that is shared with and accessed by all the Modules that make up the AO suite of products. Tax BAS/IAS AO client database Debtors Timesheets So for example, the AO Tax module draws data such as a client s ABN from the Clients Module that is updated within MYOB Accountants Office. In fact, whichever AO product you use the Clients Module within Accountants Office is where client data is maintained and updated. Note: The only exception here is AO General Ledger updates to the General Ledger have to be made within the GL. The focus of the online learning which follows is to ensure that you get the best value from your Client and Contact data. 3

Get Started in AO Introduction When you launch AO the AO desktop displays. Menu bar Toolbar Module pane My Practice window My Clients window Viewing window Being able to navigate effectively within the AO desktop is the key to effective client management. From the desktop you can view all sorts of data about the clients work in progress and the status of debtors. 4 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Drill down functionality gives you a bird s eye view into each of your clients from your AO desktop. You can also launch the Clients Module so as to create and update client details, and you can manage client documents and data through this same interface. 5

Launch and Navigate in AO When you launch AO you may be required to enter a Username and Password. Some aspects of what you see within AO may be determined by your User ID. For example, a user can create a list of their current clients in the My Clients window this view displays each time the user logs in. Note: Some practices choose not to have security applied here whilst others link the password to the Windows log in so as to bypass the AO log in. How to Launch Accountants Office 1. From your programs list, select MYOB Accountants Office 2. If prompted to login, enter your Username and Password and click on the OK button Note: you may be offered the Tip of the Day screen this provides useful tips about using Accountants Office. You can deselect Show Tips on Startup if you would prefer to bypass this window in future. When you open AO you have access to all the features of the Accountants Office desktop. 6 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Menu bar Toolbar Module pane My Practice window My Clients window Viewing window Like all Windows applications, simply click on a menu item to display a menu, or on an icon in the Toolbar to access that function. Tool tips explain the purpose of each function. The desktop area includes the My Practice window and the My Clients window. Both these panels make use of Explorer type functionality, meaning you can expand and collapse folders and sub folders to view their contents. The Viewing window displays content related to the items selected in the My Practice window and the My Clients window. You can click on any of the icons in the Module pane to open a Module You also have access to function keys. Function keys are a fast and easy way to access functions commonly used in AO. 7

F1 F4 F6 F7 F8 F9 Access context sensitive Help Add a new record Insert current user, date and time (in a text field only) Deletes everything to the right of the cursor Deletes a record Provides a selection list to search for or sort records How to Navigate in AO Click on a Module icon to open a Module and to have access to menu options related to that Module With the Client Module open, click on the Add a new Client icon to add a client Press [F4] to add a new record Press [F6] to insert a user and time reference in a text field Press [F7] to delete the contents of a field Press [F8] to delete a complete record Press [F9] to access a list of all clients in the database Click on the Find Client icon to open the Client List 8 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Key points: Launch and navigate in Accountants Office Some menu and toolbar options are only available from within a Module Function keys can be used throughout AO to speed up processing You can use the Find Client icon to search for a client by Name, Tax Number, Client ID etc. Use Help AO includes a comprehensive Help system. You can access the online help by choosing Search for Help On from the Help menu. In some windows pressing [F1] will open context sensitive help. Within Help you have access to a summary of Contents, an Index of topics and the Search facility. 9

How to Use Help in Accountants Office 1. From within Accountants Office click on the Help menu and click on Search for Help On In the Contents tab double click on a folder to view the contents and click on a topic to display it in the RHS panel Click on the Index tab, key in a word, or part thereof and click on the Display button to display a topic Click on the Search tab, and key in an item to search for. Click on the List Topics button, highlight an item and click on the Display button 2. Click on the Close button to close Help You can also access the AO Knowledge Base via the MYOB Support website. The Knowledge Base is available 24 hours a day and publishes the latest tips and tricks for your software. Key points: Use Help Context sensitive Help is accessed by pressing [F1] You can access the MYOB Knowledge Base at http://clientsupport.myob.com.au When searching in the Knowledge Base, you can refine your search to specify a Knowledge Base article number Summary You now know how to: Launch AO Navigate efficiently within AO Make use of the function keys [F1], [F4], [F6], [F7], [F8], and [F9] to speed up processing in AO Use the Help functionality Search for Knowledge Base articles on the MYOB Support website 10 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Work with Clients Introduction The Client database in AO is the source of data for the various applications that are integrated with AO. The creation of new Clients, and updating the records of existing Clients must be done via the Clients module. The Clients database is also where non-client data is stored. If you need to store information about a Client s Bank Manager or perhaps other partners in a partnership, you can tag the record as a Non-Client in the Add Client window. The Client Details window allows you to store Main Details Tax information Other Information Jobs Information User Defined Fields Relationships Notes Financial Information, and Files 11

Which of these details you store depends on which application you use in conjunction with AO, and your practices preferences. Review clients Before you open the Clients Module, the desktop displays information designed to assist you to manage your clients effectively. 12 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE You can expand and collapse folders in the My Practice window to review the practice status. You can also drill down in the My Clients window to review particular clients. How to Use the Desktop effectively Click on the + or - adjacent to a folder to expand or collapse the folder Click on a folder name, its icon or an item to view further information in the Viewing window From the Client List in the Viewing window, right click on a client, and select Add to My Clients List Right click on an item in the My Practice window and select Open to display that item as a pop up window Click on the Associated Files folder in the My Practice window, and then double click on a document in the Viewing window to open the document You can launch the Clients module via the Clients icon in the Module pane or via the Tools menu. The Client Details window opens to display a series of tabs. 13

You will find that there are lots of ways to locate a client within the AO Clients Module. This becomes very important as your client database becomes larger. Take a moment to review some of the methods available to you. Key in the first few characters of the client name Click on the Ellipsis button to access the Client List Step through each record with the up and down arrows Press [F9] to access the Client List Right click on the Client field to filter the Client List Open the drop down list, scroll and highlight the client The method or methods you use will be based on your personal preference. 14 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE How to use the Client Finder 1. Click on the Clients Module icon to open the Clients Module 2. Use one of the following techniques to locate a client Key in the first few characters of the client name Click on the Ellipsis button to access the Client List Step through each record with the up and down arrows Right click on the Client field to filter the Client List Open the drop down list, scroll and highlight the client Press [F9] to access the Client List With your client selected, you can now click on any of the tabs to view or update the details relating to a client. Key points: Review clients You can use the AO desktop to quickly examine the status of work for the practice and for your current clients You can customise the My Clients view to display your current clients AO includes a variety of tools you that you can use to quickly search for a client Create a new client A new client is created via the Add Client window. When you select the Client Type, the form changes to display the appropriate fields. 15

The Name that you enter for the client is used by AO to index the client. The Surname, First Names for an individual create the index for an individual, whilst all other entity types are indexed by their entity Name. The only mandatory fields for a new client are the Client Name and the Tax File Number, however you are encouraged to always assign a Partner and create a Client ID. Note: AO can be configured to generate Client IDs automatically or to require a system preset format mask. You should contact MYOB if you want to make use of these features. Client IDs can be used to search and sort clients within the Client database in AO. MYOB recommend using consistent Client ID formats. Many practices use three alphanumeric characters followed by three numbers; for example GAR100 for a client called Gardiner. Alternatively five alpha characters can be used; for example GARDK for a client called Kelvin Gardiner. Note: Client IDs do not have to be unique but as the finding and sorting functions work better if they are, the system will advise you when nonunique codes are input. 16 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Once you have completed the Add Client form, the Client Details window displays. Generally you would need to complete the Main Details tab, the Tax tab and the Relationships tab as a minimum. Other tabs are used optionally depending on the practice needs. The data you enter in the client record can have implications for other areas of the application. Consider some of the following issues. For individuals, Surname, First Name are used on the Tax and BAS returns. The mailing name is used for addressing correspondence and the Salutation is used as in Dear Tammy. For entities, the Mailing Name, if present, will override the name field displayed on all stationery including Tax and BAS returns. Again, the mailing name is used for the salutation in all correspondence. The Addressee is the name usually used as the contact person when targeting addressed mail to an entity. Caution: Be careful in using the Mailing Name for non individuals since it defaults to the Tax Return. When completing the Address details on the Main Details tab note that Formats and field sizes are configured to meet ATO requirements. Additionally, since mail merge can be run from AO the address layout supports this feature. The Main Details tab allows a number of address types to be stored. 17

MYOB recommend that you always enter a POSTAL address. The following explanation will assist you to determine what address details to enter for a client. Always enter a POSTAL address for a client If the PHYSICAL address is identical there is no need to enter it If the PHYSICAL address is different from the POSTAL address it should be entered Tax will retrieve the PHYSICAL address if entered, or the POSTAL address if it s not Additionally, since AO has the functionality to export to Outlook to facilitate bulk emailing to clients, your practice may require completion of email details. 18 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Additionally, your practice may choose to group clients into named groups. This allows sorts, filtering and sub totals when you are generating Reports. Note: You should be aware that when editing addresses, phone numbers and email addresses shared by two or more clients, you will be automatically prompted to apply the updates to others as long as the data is identical. The cloning button, available when creating a new client, provides a failsafe way to ensure this data is identical, and to ensure that the auto editing feature will work correctly. How to create a new client 1. From the Client Details window, press [F4] or select Edit Add a new Client 2. Complete the Add Client window details for the new client 3. Enter the client s address and contact information in the Main Details tab 4. Optionally, complete the Tax tab details for the client 19

Key points: Create a new client The Clone Client button makes it easier to set up clients with identical details, including contact details and Assigned staff Name and Client ID are key fields used in searching and sorting clients You should make use of the Non Client checkbox to tag non clients The Postal Address for a client is always entered. When editing client contact details, only identical data will prompt you for an automatic update The email address entered in the Main Details tab can be exported to Outlook for bulk email despatch. Update Client Details When you create a client it is not essential to complete all the tabs in the Client Details window. Most often you will complete the Main tab, the Tax tab and the Relationships tab. When and how you complete the other tabs depends on your practice needs. At any time, for example, you may choose to add or update Relationship details for a client. The Relationship tab allows you to store information about related clients. AO uses the term Associate to refer to person the client is related to. 20 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE For example, spouse details in the Relationships tab will populate a client s tax return by checking the Has a Spouse field and entering the spouse s Date of Birth. The Relationship tab can also be used to assign the Profit allocation % for each of the Partners in a Partnership. 21

Note: Whilst trustees of a Trust are generally entered via the Relationships tab, MYOB do not recommend apportioning distributions for a trust using this approach. The fields and buttons available on the Relationships tab depend on the type of client selected. For entities multiple relationships can be stored. You can use the Relationships tab to quickly jump between related individuals and entities...simply double click on a name in the Relationships listing to jump to that record. How to Update Relationships 1. Open the Client Details window 2. Click on the Relationships tab 3. Press the [F4] key to display the Client List 4. Select the related client from the Client List 5. Click on the OK button 6. Edit the Associates Details as appropriate 22 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE When you are updating client details you may sometimes find that the tabular editing function makes updates quicker. You can very easily type directly in a field. The [Tab] key allows you to move from one field to the next. You have two tabular editing menu options available when the Clients menu is displayed. 23

How to update using the tabular view of clients 1. Click on the Clients Module to open the Client Details window 2. From the Clients menu option, select one of the Tabular Editing: options 3. Click on OK to accept the editing warning 4. Locate the column or fields for editing and type values directly into the field/s 5. When complete, close the Tabular Editing window to save the updates Key points: Update Client Details Once you have created a client the tabs in the Client Details window can be updated at any time The Relationships tab allows you to jump between related clients The fields on the Relationships tab depend on the Client Type To add a new Relationship in an entity record, the [F4] key opens the list of clients Tabular editing is an efficient way to update a series of client records Manage No Longer Clients (NLCs) In AO there are a number of ways to deal with past clients, depending on the situation. Deleting a client is not recommended, and in some cases AO will simply prohibit client deletion. Clients in AO cannot be deleted if they have any WIP or debtor transaction records. Clients with a Tax return, Relationships and/or a Billing link are also protected from deletion. 24 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE If a client has inadvertently been created twice, you can merge the two clients WIP, invoices and Debtors transactions will all be merged into one record. If a client no longer does business with you, it is best to retain their record rather than delete it. The most effective way to do this is to remove their Current status and add the prefix zz to their name so their record will sort to the end of your Client List. When running Reports you are able to select to include current clients only, so they can be excluded from reports using this method. 25

How to archive client records 1. Open the Client Details window for the No Longer Client 2. On the Other tab, uncheck the Current Client checkbox 3. On the Main Details tab, enter the zz prefix in the Surname or the Company Name field and [Tab] to the next field 4. Click on the OK button to confirm the change to client name 5. Click on the Close button to complete the process On the other hand, if a client has not done business with you for a period of time, and you no longer need to retain their individual record, you can merge the client to zzdeleted Clients. 26 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Note: The zz Deleted Clients record is automatically created if it does not already exist. How to merge clients 1. Open the Client Details window for the No Longer Client 2. From the Clients menu select Merge Clients 3. Ensure that the Merge into field displays zz Deleted Clients 4. Click on the OK button to proceed 5. Click on Yes to accept the warning, and Yes again to complete the merge Note: The merge can only proceed if there is no unbilled WIP or outstanding Debtors. Key points: Manage No Longer Clients If a client has inadvertently been created twice, the records can be merged to a single client If a client no longer does business with you, you can remove their Current status and add the zz prefix to their name If you no longer need to reference a client s individual record, you can merge the client to the zzdeleted Clients record Clients can only be deleted if they have never recorded WIP or debtor transactions 27

Summary You now know how to: Make use of the My Practice view and the My Clients view on the AO Desktop to manage your own clients. Create a new client, completing mandatory fields and the recommended tabs. Enter Address details appropriately to ensure that integrated applications retrieve the appropriate information. Use the Relationships tab to jump from one client to a related client Make use of Tabular Editing to make quick updates to a range of client records. Manage No Longer Clients using a range of methods. 28 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Data and Document Management Introduction AO incorporates a number of features designed to simplify the process of client management. On the Notes tab of the Client Details record, you can quickly record interactions with your client. You can create as many notes as required, each with an unlimited length. Note: Many practices create Note Types like those shown above this avoids lots of individual notes resulting in a very long Notes list. Notes can also be previewed and or printed from the Notes tab using the Reports menu option. 29

Note: You can use the Client Notes Report to preview and or print Notes for multiple clients. One of the other tabs that make up the Client Details record is called Files. Its purpose is to help you manage documents and data for a client. 30 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE From the Files tab, you can create documents that will be stored to and accessible from the Files tab for that client. You will find the Files tab useful to store correspondence, working papers and accounting data files all in the client s folder. File types Quick Letter New Document Base on Template New Template New Spreadsheet Description Opens a Word document with basic client date already entered Opens a new blank Word document Creates a new Word document based on an existing template Creates a new Word template using Word s mail merge toolbar Creates a new Excel spreadsheet As well as documents, the Files area allows you to build new templates and make use of existing ones the clients data is automatically merged into the template document. Note: Templates that are created outside of AO, including templates from a legacy application, will not retrieve data from the client record. Files created from within the AO Files tab are stored to a default location if that is how the system has been set up for your Practice or you can specify the location using the Client Path button on the Files tab. 31

Note: The default Files location is specified in the Clients tab in the Settings window which is accessed via Tools>Options. Your practice may store client files on the network so that others in the practice can access them. Maintain correspondence Notes provide a time based trail of client interactions. How to add client Notes 1. From the Client Details window, click on the Notes tab 2. Press [F4] to add a new record 3. Optionally name the first record by Note Type 4. Press [Enter] to jump to the right hand pane and press [F6] to automatically insert your details 5. Enter the text description of the interaction 32 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Note: Remember to use the [F6] key to insert the current user, date and time details for each Note. Notes are primarily used to record informal interactions with clients. If you want to create documents for the client you will use the Files tab. How to prepare documents and letters 1. From the Client Details window, click on the Files tab 2. Click on the New File button 3. Click on one of the New File types to select it 4. Edit the document and select File Save to save it to the default location 5. Accept the default File Name or enter a File Name for the document 6. Exit the application Note: The requirement to enter a File Name for a document can occur before or after editing the document depending on which type of New File you choose to create. The other function associated with the Files tab is the ability to link directly to Outlook. Note: This functionality can only be used in conjunction with the Outlook mail application. The Send to Email button automatically creates a new email, with the client s email address already inserted and the file attached ready for sending. 33

Note: The Send to Email function makes use of the email address stored on the Main Details tab of the client record. Key points: Maintain correspondence The Notes tab allows you to make quick notes in relation to client interactions Notes can be organised via folders to make it easier to review and manage them You can press the [F6] key to insert the current user, date and time details for each Note The Files tab provides direct access to a range of documents and data files for a client Templates that have been created from within AO will already contain some of the client information The Send to Email button automatically links to Outlook for email despatch Create Templates AO allows you to create your own templates to assist you with client management. Typically each template retrieves data from the client record, and includes standard text, so as to make communicating with clients easier and more timely. 34 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE How to create a Template 1. From the Files tab in the Clients Module, click on the New File button 2. Click on the New Template option 3. Enter a name for the Template and click on the OK button 4. Make use of the tools on the Mail Merge toolbar, and enter free text to create the template 5. From the File menu select Save and exit Microsoft Word Note: When you use the New Template option, the document displays the Mail Merge toolbar and opens with a.dot extension this renders it a template and not a document. You can make use of the standard Word merge fields and the AO merge fields. You can refer to Help to understand the available merge fields and their purpose. 35

Key points: Create Templates A template is saved with the extension.dot Both Word fields and AO fields can be incorporated into a template using the Mail Merge toolbar Summary You now know how to: Use the Notes tab to record informal communication Create files from within the Files tab for a client, to make it easier to access them Make use of practice-customised Templates to support efficient and timely communication with clients Use the Send to Email button to launch Outlook and mail attachments to a client 36 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Prepare Reports Introduction AO includes a range of Report Wizards that allow you to very quickly build a Report. The Reports menu is available when you open the Clients Module, and offers a range of reports to assist you with managing your clients. The Help Contents area includes a detailed description of each of the Reports and guidelines for using them. Take a moment to review the Reports listed here and note those that you should explore later using Help. From the AO Report window you can also export a report to word or pdf. 37

Be aware that if a report is exported to Word, any changes made within Word are NOT updated to AO; anything other than format changes should be avoided. AO also allows you to build reports based on UDFs, that is User Defined Fields. In other words, you can create your own fields to record data and then create User Defined Reports that consolidate that data for your own purpose. User Defined Reports can be saved for practice-wide use. The How Tos that follow cover standard reports and User Defined Reports. Reports in AO make use of Wizards; each step of the wizard allows you include or exclude data and you can apply sorts to the final report. How to Run a Report 1. Open the Client Module 2. From the Reports menu, select the Report 3. Complete details in each step of the Wizard and click on the Next button 4. Preview the Report 5. Optionally, save the Report Definition for reuse 6. Optionally, print the Report The process to create a report based on User Defined Fields requires you to select the fields you want in the Report again it uses a Wizard. Step 2 is where you are able to select standard and user defined fields for inclusion in the Report. 38 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE How to Create User Defined Reports 1. Open the Client Module 2. From the Reports menu, select the Report 3. Complete details in each step of the Wizard and click on the Next button 4. Preview and or Print the Report Note: Client fields display in an alpha listing, followed by the UDFs. 39

Remember that you can save a Report Definition, and make it available to others in your practice to use. Key points: Prepare Reports The Reports menu is available from within the Client Module Each step in a Report Wizard requires you to specify what is to be included in the Report and how it is to be presented. Once you have specified the contents of a Report, you can export it to Word or as a pdf file User Defined Fields (UDFs) can be included in User Defined Reports (UDRs) 40 2008 MYOB TECHNOLOGY PTY LTD

MANAGING CLIENTS IN MYOB ACCOUNTANTS OFFICE Summary You now know how to: Prepare Reports using a Wizard to filter and sort data Prepare User Defined Reports based on User Defined Fields Prepare mailing labels using the Report menu option Save a Report Definition for reuse and make it available to others within the practice 41