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Get Speedy With MYOB: Speed Tips and Tricks

Explore Veechi's Top Ten Tips and make doing your books with MYOB faster than the blink of an eye!

These tips are taken from MYOB Software For Dummies, written by Veechi Curtis, and published by Wiley & Sons Australia. 

Learn how to type
Create a shortcut on your desktop
Memorise shortcut keys
Do without your mouse
Use cards as much as you can
Get tricky with advanced searches
Automate anything you can
Link supplier cards to the right expense

MYOB Accounting Speed Tip #1: Learn How to Type

I don’t think that there’s any other activity in the world that people spend so much time doing quite so badly. The average person on the street wouldn’t consider using a Swiss army knife to chop down a tree, nor would they cut their lawns with nail scissors. However, many people persist in using a computer, hour after hour, without learning how to type.

It’s basic. If you spend more than half an hour a day keying information into a computer, then you should learn to type. The average speed of a non-typist is about 15 words a minute — and that’s for a pretty hot two-fingered typist — but by touch-typing, you can easily expect to key in 60 words a minute. That’s four times faster!

So, if you’re a non-typist and you usually spend just four hours a week in front of the computer and you learn to type, you’ll save about three hours a week, every week, from now until you die. And, guess what? Learning how to type takes about an hour a day, every day, for six weeks. That’s not so long.

Even if you can type properly, consider your employees. If they’re spending time in front of the computer every day and they can’t touch type, think about paying for them to have training or buy software so they can do it at work (Typequick is a product that’s really popular — go to www.typequick.com.au to find out more). It’s money well spent.

MYOB Accounting Speed Tip #2: Take a Shortcut from Your Desktop

I hate pressing seventeen hundred buttons just to fire up MYOB software. Instead, I like to pop an icon on the desktop so that all I have to do is click and I’m away.

If you use a PC, go to Windows Explorer or My Computer and click once on the myob.exe file (myobp.exe in MYOB Premier, or bbasics.exe for MYOB BusinessBasics) that lives in your MYOB program folder. Then navigate to the File menu and click Create Shortcut, as shown in the screenshot below.

MYOB Creating Shortcut

Next, Look in your MYOB program folder and check that you have something called Shortcut to MYOB. Drag this file up to your Desktop folder (right in the top left) and drop it in there. Simple!

Macintosh people have to take a different approach. First, go to your MYOB program folder and highlight the MYOB Accounting, FirstEdge or AccountEdge icon. Then from the File menu, choose Make Alias. Finally, drag this alias onto your desktop. It’s now ready for action.

TIP: If you’re working on a network, make sure that your shortcut points to the MYOB program application that lives on your local machine, not to the one on the server.

MYOB Accounting Speed Tip #3: Play Memory Games

This tip saves heaps of time and is incredibly impressive to anyone who may be looking over your shoulder . . .

Want to go to Spend Money? You don’t have to quit out of wherever you are, navigate to the Banking command centre and then click Spend Money. No, you’re much more intelligent than that. Instead, simply type Ctrl+H (Cmd+H on a Mac) and, in two shakes of a lamb’s tail, you arrive at the Spend Money window.

For PC users, this means finding the Ctrl key (usually at the bottom left of your keyboard) and holding it down. Keep holding it down and then press the letter H. Let go and you’re there.

You do the same if you’re a Mac user, except use the Cmd key (that’s the one with the squiggly  sign) instead of the Ctrl key.

Remember: Spend Money isn’t the only place you can go to using shortcuts. Ctrl+J takes you to Sales, Ctrl+E to Purchases, Ctrl+D to Receive Money and so on — if you use a Mac, substitute Cmd for Ctrl in each case. I summarise these shortcut keys at the front of MYOB Software For Dummies on the Cheat Sheet.

Enthused? Then try to memorise two or three shortcuts a week until you have them down pat.

MYOB Accounting Speed Tip #4:Hurl Your Mouse Out the Window

Want to move faster? Then grab your mouse, kiss it a fond farewell and hurl it out of the window. Ignore the squeaking sounds and wish it a happy afterlife.

Tip: It may sound radical but, when using a PC, you can do just about every transaction without using your mouse. To see how this works, go to the Sales command centre and look at the Sales Register button. Can you see how the letter ‘g’ is underlined? This means that instead of clicking the Sales Register button with the mouse, you can press down the Alt button and then hit the letter ‘g’ at the same time.

When entering sales or payments, keep working without your mouse. Press the Tab key to go forwards, or the Shift key plus the Tab key to go backwards (the Tab key sits next to the letter ‘Q’ with the arrows pointing in either direction). It’s quite possible to do most tasks without ever touching your mouse.

MYOB Accounting Speed Tip #5:Create Cards Wherever Possible

Have you noticed that when you go to Spend Money or Receive Money, you can choose between writing the name of the company that you’re paying in either the Card field or the Payee field?

Lots of people ignore the Card field and instead just complete the Payee field. This may seem speedy the first time you do it, but it’s not in the long run — for two reasons.

Tip: The first reason is this: If you create a card for the person you’re paying, the next time you record a payment for them, you only need to type the first few letters of their name into the Card field and MYOB software gets psychic, guesses the name and fills in the rest.

The second reason? After you’ve created a Card, any previous transactions for this person are much easier to find. That’s because you can then use the Find Transactions menu the same way to list every transaction in that person’s name.  

Remember: The Card field makes it easier to complete transactions and to refer to them again later. Only ignore the Card field when completing a transaction if you think you’ll never pay this person any money ever again.

MYOB Accounting Speed Tip #6:Move On to Advanced Searches

When looking for a transaction, instead of browsing through endless transaction journals, take a shortcut and perform an advanced inquiry.
Imagine you’re looking for a payment for $85.50. You can’t remember the exact date of the payment, nor which account you allocated it to. What you need to do is search for every transaction in your company file for this amount.  
Here’s how:

  1. Go to Find Transactions and click the Account tab. The Find Transactions menu is on the bottom of every command centre.
  2. Click the Advanced button. This button is in the top-right corner and has a magnifying glass next to it. I hope you’re feeling clever already — the word Advanced alone makes me feel smart.
  3. Ask to search by All Accounts.  You can choose to search through one specific account or through All Accounts. All Accounts may take a couple of seconds longer, but it’s usually your best bet.
  4. Enter a date range in the Dated From and To fields. When you’re not sure of the date, pick an enormously wide range, for example 1/7/2005 to 30/6/2050. Remember, the more specific your settings, the more limited your search will be.
  5. Enter the amount you’re looking for in the Amount From and To fields. Type the amount you’re looking for twice, both in the Amount From and Amount To fields. (See screenshot below for an example.)
  6. Click OK.  In the blink of an eye (well, almost), up pops every transaction that has the dollar amount you’re searching for. It’s so cool.
Using the Card field in MYOB

 

MYOB Accounting Speed Tip #7:Memorise your Regular Transactions

Most businesses have a number of transactions that happen every week or every month. Regular lease payments, loan repayments, employee pays, rent payments and repeating sales are common examples of transactions that are made over and over.

Tip: f you have stuff like this in your business, then don’t put yourself through the agony and toil of writing the details afresh each time. Instead, save these transactions as recurring. the recurring buttons sit at the bottom of most transactions: the Save Recurring button memorises regular transactions, and the Use Recurring button lets you can call up these regular transactions, ready to record them again.

For transactions that are the same every month, tell MYOB software to record each transaction automatically and notify you when it’s done the deed. For transactions that vary, ask MYOB software to pop up a reminder to tell you that this transaction is due.

I explain the intricacies of recurring transactions in Chapter 3 and in Chapter 5 of MYOB Software For Dummies.

MYOB Accounting Speed Tip #8: Tell Suppliers Where to Go

Tip: Did you know you can set up your supplier cards so that every time you record a payment to a supplier, the correct expense account pops up automatically? This innocuous little trick can save you hours of time when it comes to recording payments, and as an extra bonus, makes for more reliable data entry as well.

Here’s how it works:

  1. Go to your Cards List and double-click on a supplier card. Pick any old card for the moment. I just want to show you how the whole idea works.
  2. Click the Buying Details tab.
  3. In the Expense Account field, enter the expense account that payments for this supplier would normally go to. For example, if you pick Telstra as your supplier card, the Expense Account is likely to be Telephone Expense. If you choose AMP as your supplier card, the Expense Account is probably Insurance Expense.
    Click OK to save your changes. 
  4. Go to Spend Money and experiment, entering a payment to this supplier. In the Spend Money window, enter the supplier’s name as normal, then tab through the payment as you normally would. When you get to the Allocation Account, instead of entering an account number, simply press the Tab key and marvel as the allocation account pops up automatically. Yippee. Life doesn’t get much easier than this.

MYOB Accounting Speed Tip #9:Stop Printing Stuff

If you can avoid printing, then rest assured that not only will you save a few trees, but you’ll save time as well. As long as you keep good backups of your MYOB company file (as explained in detail in Chapter 14), you don’t need to hang on to paper records. Consider the following:

  • Customer invoices. Why print a customer invoice? Email it instead. Certainly, don’t bother with keeping copies of customer invoices on file. If a customer wants a duplicate copy of an invoice you can always open MYOB software and print it again.
  • Purchase orders. Why on earth would you print a purchase order when you can fax or email them direct from your MYOB company file?
  • Profit & Loss reports. So management wants a monthly Profit & Loss report? All you have to do is display the report and click the Send To button to create a PDF file that is automatically sent as an email.
  • Transaction reports. I really hope no-one prints these any more. If your accountant asks for reports, backup your company file onto CD and pop it in the post (or, if your file is small enough, email a copy). Your accountant can print out reports if they’re really needed!
  • Customer statements. No need for all that printing and posting. Just email ’em.
  • Remittance advices and cheques for suppliers. Move out of the Dark Ages and subscribe to M-Powered Payments. That way you can process payments online and email remittance advices direct to suppliers, without putting pen to paper or printing a single page.

These tips are taken from MYOB Software For Dummies, written by Veechi Curtis, and published by Wiley & Sons Australia.  


site copyright Veechi Curtis 2008