Sales Overview

Sales 

Table of Contents 

Chapter 1: Sales Overview 311 

Entering sales 311 

Entering sales (Bank Register) 319 

Processing credit card sales 320 

Entering credit card fees 321 

Entering time billing sales 322 

Printing invoices, packing slips and labels 323 

Printing invoice and activity statements 324 

Finding sales 325 

Reviewing your sales activity 326 

Changing, deleting, reversing and converting sales 329 

Tracking work on retainer 330 

Chapter 2: Entering sales 332 

To sell items to a customer 332 

To sell services to a customer 333 

To record a sale to an employee 335 

To record consignment sales 335 

To record a trade-in 336 

To enter activities and items on a time billing sale 337 

To choose a sales layout 338 

To enter information about an existing customer 338 

To enter information about a new customer (Easy-Add) 339 

To change a customer’s credit terms for one transaction 339 

To change the exchange rate 340 

To insert a line on a sale 340 

To enter line items for item sales 340 

To insert a header on a sale 341 

To insert a subtotal on a sale 341 

To delete a line on a sale 342 

To assign a line item on a sale to more than one job 342 

To enter payment details 342 

To change tax amounts 343 

To add or edit Sales/Purchases Information 344 

To delete Sales/Purchases Information 344 

MYOB Help 307

Chapter 3: Making sales using the Bank Register 345 

To make a sale (Bank Register) 345 

Chapter 4: Handling credit card payments 347 

To handle customer credit card payments 347 

Chapter 5: Tracking work on retainer 350 

To track work on retainer using a customer credit 350 

To record a retainer payment from a customer as an invoice 350 

To apply a customer credit to a retainer balance 351 

To track work on retainer using an order 351 

To record a retainer payment from a customer as an order 352 

To apply a customer payment to a retainer recorded as an order 352 

Chapter 6: Printing invoices, packing slips and labels 354 

To print invoices, packing slips and labels 354 

To print a single invoice 355 

Chapter 7: Printing customer statements 356 

To print a customer statement 356 

Chapter 8: Reviewing your sales information 358 

To view sales (Sales Register) 358 

To display a list of all sales (Transaction Journal) 358 

To display a list of open sales (To Do List) 359 

To list orders and convert sales orders to invoices (To Do List) 361 

To print a list of all your sales 361 

To print a list of your sales by status 362 

To print a list of all your recurring sales templates 362 

To view a sale’s history 363 

To view the amounts you’re owed 363 

To analyse your sales activity 364 

To find a quote or order 364 

Chapter 9: Converting sales 366 

To convert a quote to an order or invoice (Sales window) 366 

To convert a quote to an order or invoice (Sales Register) 366 

To convert an order to an invoice (Sales window) 367 

To convert an order to an invoice (Sales Register) 368 

Chapter 10: Deleting sales 369 

To delete an order with a payment applied 369 

To delete an invoice with a deposit applied 370 

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To delete an invoice with a payment applied 369 

Chapter 11: Reversing sales 372 

To reverse an invoice 372 

To accept a partial return of items 373 

To track finance charges for customers 374 

Chapter 12: Sales notes & warnings 375 

Chapter 13: Receive Payments Overview 379 

Entering Receive Payment transactions 379 

Entering Receive Payment transactions (Bank Register) 383 

Finding, deleting and reversing payments from customers 383 

Chapter 14: Receiving customer payments 386 

To receive a payment (Receive Payments window) 386 

To record a payment on an order 388 

Chapter 15: Receiving customer payments using the Bank Register 390 

To receive a payment (Bank Register) 390 

Chapter 16: Finding payments from customers 392 

To find a payment from a customer 392 

Chapter 17: Deleting payments from customers 393 

To delete a customer payment 393 

Chapter 18: Reversing payments from customers 395 

To reverse a customer payment 395 

Chapter 19: Tracking bounced cheques from customers 397 

To handle a bounced customer cheque 397 

Chapter 20: Customer payments notes and warnings 398 

Chapter 21: Customer Credits Overview 401 

Entering customer credits and returns 401 

Settling customer credits 402 

Finding, deleting and reversing customer credits 403 

Handling customers’ bad debt 404 

Chapter 22: Creating customer credits 405 

MYOB Help 309

To create a customer credit 405 

Chapter 23: Applying customer credits and paying refunds 407 

To apply a customer credit (Sales Register) 407 

To apply a customer credit (Receive Payments window) 409 

To pay a refund (Sales Register) 411 

To pay a refund (Receive Payments window) 412 

Chapter 24: Finding customer credits 414 

To find a customer credit (before it’s applied) 414 

To find a customer credit (after it’s applied) 414 

To find a customer credit (after paying a refund) 415 

Chapter 25: Deleting customer credits 416 

To delete a customer credit 416 

Chapter 26: Reversing customer credits 417 

To reverse an applied customer credit 417 

To reverse a customer’s refund 418 

Chapter 27: Removing customers’ bad debts 420 

To use customer credits to remove bad debts 420 

Chapter 28: Customer credits notes and warnings 421 

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Chapter 1 Sales Overview 

Chapter 1 

Sales Overview 

Sales Overview;overview:Sales 

In MYOB Premier, sales are transactions that indicate that items or services 

were sold to a customer. There are five layouts for sales: 

• Item sales track the sale of both inventoried and non-inventoried items. 

• Service sales track the sale of services and other non-inventoried goods. 

• Time billing invoices track the sale of activities in time-based increments 

and items that are marked I Sell (I Buy and I Inventory are optional). 

• Professional sales track the sales of services and other non-inventoried 

goods, as well as the dates each individual service was sold. 

• Miscellaneous sales track sales that don’t require a printed invoice. 

Move Up to MYOB M-Powered invoices 

“Using M-Powered invoices” on page 1311 

Entering sales 

quotes:sales:entering;status:sales, entering 

Sales have three different statuses: Quote, Order and Invoice. 

Quote You can enter a quote into MYOB Premier to easily provide an 

estimate or sales quote to a customer without creating a transaction. A 

quote has no impact on your inventory levels and can be changed to an 

order or an invoice when your customer is ready to buy. It can be deleted if 

your customer decides not to purchase your product or service. When a 

quote is changed to an Order or an Invoice, the original quote will be stored 

in the Sales Register. If you want quotes to be deleted after they’re changed, 

choose Preferences from the Setup menu to display the Preferences 

window, then click the Sales tab and mark the box labeled “Delete Quotes 

upon Changing to and Recording as an Order or Invoice". 

Order An order is a sale that you expect to occur sometime in the future. 

Orders aren’t actual transactions that affect your financial and inventory 

numbers; they merely store sales information until you’re ready to use them. 

Any payments recorded for an order, however, will create a transaction in 

MYOB Help 311

Premier. You can record an order as an invoice if the customer completes 

the sale or delete it if he or she decides not to buy. Orders can’t be changed 

to quotes once they’ve been entered into Premier. 

Note: “If you used a "pending" sale in a previous MYOB product” on 

page 376 

Invoice An invoice is the actual recorded sale. It records a transaction in 

the appropriate journal and decreases any inventory on hand. Invoices can 

be open, closed or exist as credit memos. A recorded invoices can’t be 

changed into a quote or an order. 

Bank Register 

You can also use the Bank Register to quickly enter completed sales 

transactions with a single allocation account. See “Entering sales (Bank 

Register)” on page 319 for more information. 

Before you begin entering sales into Premier, read the topics below for some 

helpful information. 

“Setting up and sending M-Powered invoices” on page 1314 

Step by step 

“To sell items to a customer” on page 332 

“To sell services to a customer” on page 333 

“To record a sale to an employee” on page 335 

“To enter activities and items on a time billing sale” on page 337 

“To bill a customer for reimbursable expenses” on page 762 

Entering Sales Information 

Sales Information;comments;shipping methods;referrals;payment methods 

In the Sales & Purchases Information window, which is found in the Lists 

menu, you can add or edit entries that appear in the Select from Lists for the 

following Sales windows’ fields: 

Comments Tab 

Field Name in Sales window: Comments 

Appears in Layout Types: Service, Item, Professional, Time Billing 

Shipping Methods 

Field Name in Sales window: Ship Via 

Appears in Layout Types: Service, Item 

Referrals 

Field Name in Sales window: Referral Source 

Appears in Layout Types: All 

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Payment Methods 

Field Name in Sales window: Payment Method 

Appears in Layout Types: All 

Step by step 

“To add or edit Sales/Purchases Information” on page 344 

“To delete Sales/Purchases Information” on page 344 

Choosing the sale you want 

First, select a status (invoice, quote or order) for your transaction. If you 

like, you can choose a layout for your customer’s preferred sales form using 

the Card File. When you enter a customer’s name in the Sales window, the 

default layout you designated on the customer’s card will appear 

automatically. You can change this layout if you wish. [“Using the Selling 

Details view - Card Information window” on page 693] 

Step by step 



“To choose a sales layout” on page 338 

Entering tax inclusive sales 

tax inclusive:sales;sales:tax inclusive sales 

Mark this check box only if you’re required to show amounts on sales 

transactions as tax inclusive. 

If you’re required to charge a tax inclusive amount on a sale, mark the Tax 

Inclusive check box. The total in the Amount column will include the tax 

you selected in the Tax column. For example, let’s say you want to record a 

tax inclusive sale of $500.00 using GST. First, you select the Tax Inclusive 

checkbox, then enter a line item for $500 and select the GST tax code. 

You’ll notice a tax inclusive total of $500.00 in the Amount column and the 

Subtotal and Total Amount fields. The GST amount of $45.45 appears in 

the tax field. Click Recap Transaction if you want to view the base price 

allocated to the designated account and the tax amount allocated to the tax 

account. 

Leave the Tax Inclusive check box unmarked if you want the total amount 

of the sale to increase by the tax amount that is applied to line items. For 

example, if the amount of a line item is $500.00 and GST is charged on the 

$500.00, the amount of the sale is $550.00; that is, $500.00 for the line item 

+ $50.00 GST. 

Step by step 



MYOB Help 313

Entering information about the customer 

Regardless of the layout of the sale you’re creating, you should pay special 

attention to the top section of the Sales window. The information you enter 

there will determine a number of factors about the sale, including the 

customer’s terms for the sale and the identification numbers assigned to the 

transaction. 

If you want to enter a sale for a customer who doesn’t yet exist in your Card 

File, you can add a new customer record using the Easy-Add feature. Then 

you can quickly get back to the business of creating the sale. 

Any changes you make to the customer’s credit terms will affect only the 

transaction you’re currently entering. The credit terms that appear 

automatically for a customer are set at one of these points: 

• When you use the Easy Setup Assistant to set up your company. 

• In the Credit Terms window that’s opened from the Preferences window. 

• In the Customer Terms Information section on the Selling Details tab in 

the Card Information window. 

If you use MYOB Premier’s Multicurrency feature, you can change the 

exchange rate using the Sales window. 

Step by step 



“To enter information about an existing customer” on page 338 

“To enter information about a new customer (Easy-Add)” on page 339 

“To change a customer’s credit terms for one transaction” on page 339 

“To change the exchange rate” on page 340 

Related topics 

“Multicurrency Overview” on page 110 

Billing a customer for reimbursable expenses 

jobs:reimbursable expenses;sales:reimbursable job expenses, billing for 

In MYOB Premier, you can bill a customer for expenses you’ve incurred 

during the course of a job. 

There are a few steps you need to follow to set up your company file before 

you can begin billing customers for reimbursable expenses. [“To track 

reimbursable expenses (setup)” on page 758] 

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Step by step 

“To bill a customer for reimbursable expenses” on page 762 


“Jobs Overview” on page 741 

Entering line items, headers and subtotals on a sale 

entering:line items;line items:entering on sales 

The scrolling list in the middle of the Sales window is the main area where 

sales are created. In this area, you’ll enter item numbers, activity ID 

numbers, descriptions, accounts and various other information that will 

serve as the detail for your transaction. 

line items:defined 

Line items 

The information that you enter in one row in the scrolling list is one line 

item of the transaction. You can enter as many line items as you want on 

each sale. The actual fields that appear in the scrolling list differ, depending 

on the sale layout you’re creating. 

line items:defined;editing, See also changing:lines on sales 

If you want, you can insert a line in the scrolling list to separate a line item 

or a group of line items from one another. When the sale is printed, a blank 

line will appear between the line items or groups. 

If you need to enter your line items in a certain order, and you find that you 

inadvertently left out an item, you can insert a line and enter the skipped 

line item. The new line can be inserted above the current line. 

Headers 

One or several headers can be added to a sale. If you want to group your 

transactions according to the type of item, activity or service you sell, you 

can insert a header that identifies the group. To insert the header as you 

enter line items, insert the header before you enter the next line item. You 

can also enter your line items first and then insert headers. The header text 

you enter will appear in the Description/Notes column of the sale. The text 

will appear dimmed when you view the sale on the screen. 

Subtotals 

In the same manner, if you want to show one or several subtotals of the 

charges according to the types of items or services you sell, you may want to 

insert a subtotal. You can insert the subtotal as you enter line items by 

inserting a subtotal line before you enter the next line item. You also can 

enter your line items first and then insert subtotal lines. MYOB Premier will 

calculate the subtotal by adding the individual amounts that appear above 

the subtotal line and below the last subtotal, if there is one. The subtotal 

text and the subtotal amount will appear dimmed when you view the sale 

MYOB Help 315

on the screen. The subtotal text, which appears in the Description/Notes 

column of the sale, can be changed to the text of your choice. (The subtotal 

amount can’t be edited.) 

Deleting lines 

Deleting a line is easy, too. You can delete transaction, blank, header and 

subtotal lines. When you choose to delete a line the current line is deleted. 

All of the lines below the deleted line will move up a line. Subtotal(s), tax, 

total amount and balance due will be recalculated when a line with an 

amount is deleted. 

To view these options, a card must be already entered in the Card field. 

You’ll then click in the scrolling list of the sale and choose Edit on the menu 

bar. 

You can insert a line, delete a line, insert a header line or insert a subtotal 

line at any time before you record the sale. If your company file is 

changeable, these options are also available to you so that you can edit the 

lines after you’ve recorded the sale. (“Choosing changeable or 

unchangeable transactions” on page 41) 

Step by step 


“To enter line items for item sales” on page 340 


“To assign a line item on a sale to more than one job” on page 342 

“To insert a line on a sale” on page 340 

“To insert a header on a sale” on page 341 

“To insert a subtotal on a sale” on page 341 

“To delete a line on a sale” on page 342 

Entering additional information about the sale 

If you choose, MYOB Premier allows you to add useful information about 

your sale, such as a journal entry memo or a referral source (the way your 

customer found out about your business). You can also record details about 

the customer’s payment with the Applied Payment Details window. For 

example, if the customer paid by cheque, you can enter the cheque number. 

If another customer pays by credit card, you can enter the credit card 

number, expiration date and other related credit card information. 

If you like, you can use the customer’s card to set default entries for several 

fields in the Sales window. [“Using the Selling Details view - Card 

Information window” on page 693 and “Using the Payment Details view - 

Card Information Window” on page 700] 

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Alternatively, you can choose Update Customer Card with Payment Details 

in the Applied Payment Details window so that information entered in the 

window will be used to update the customer’s card. 

Tracking employees’ sales 

You can track the progress of your employees’ sales performance by 

assigning their names to individual sales transactions. When you do this, 

each employee’s sales amounts are added together and stored on a monthly 

basis. You can then use this information to analyse your company’s sales on 

a salesperson-by-salesperson basis and to pay sales commission to your 

employees. See “Distributing other types of wages” on page 671 to learn 

more about including commissions on employee paycheques. 

Tax codes 

Tax codes can be automatically assigned to items that you sell using the 

Selling Details view of the Item Information window and to customers 

using the Selling Details view of the Card Information window. (The tax 

code assigned to an item will be used on a sale when both the item and the 

customer have been assigned tax codes.) 

The automatic entries can be changed in the Sales window, if you wish. All 

parts of the sale (line items and freight charges) to which you’ve assigned 

tax codes will be taxed based on the tax codes’s tax rates. 

If, after you’ve entered all your line items and freight charges, the sales tax 

amount that appears in the Tax field isn’t the amount you want to bill the 

customer, you may want to manually adjust the amount. Click the arrow 

next to the Tax field to open the Tax Information window; you can adjust 

the amount in the Tax column. 

Step by step 

“To enter payment details” on page 342 

“To change tax amounts” on page 343 

Choosing what to do with the sale 

recap transaction:sales 

When you’re finished making entries in the Sales window, there are a 

number of tasks you can perform with the transaction. Be sure to review all 

the following options before you choose what you want to do. 

You can select Recap Transaction from the Edit menu to see how a sale will 

affect your financial records before you record it. Other options include 

printing and recording sales and creating a recurring template for the sale. 

MYOB Help 317

You can print, email or fax a sale and record it at the same time by clicking 

the Record button if you’ve set up your preferences properly. To do this, 

choose Preferences from the Setup menu to display the Preferences 

window, then click the Sales tab and mark the box labeled “Automatically 

Print/E-mail/Fax Sales When They’re Recorded". 

Note: “The POSTbillpay method can’t be used with faxed M-Powered 

invoices” on page 1353 

Step by step 

“To email a sale or purchase” on page 984 

“To print invoices, packing slips and labels” on page 354 

“To create a recurring template” on page 97 




“Using recurring transactions” on page 96 

Special sales: consignments and trade-ins 

sales:consignments;sales:trade-ins;consignment sales;trade-ins 

Consignment sales 

A consignment item is one that you sell for another person or company, but 

which you don’t store as an inventory item. When you sell an item on 

consignment, you usually receive payment for the item when it’s sold, and 

then write a cheque for a percentage of the selling price to the person or 

company for whom you sold the item. 

Trade-ins 

If your business accepts trade-ins, you can accurately record your trade-in 

sales using Premier. You need customer and supplier cards for your trade-in 

customer and a special inventory item called “Trade-in” that you use to 

decrease the amount due from the customer for the sale to which the tradein 

will be applied. 

When you process both the customer’s sale and your purchase of the tradein 

item, the customer’s invoice will be reduced by the amount of the tradein. 

Your purchase of the customer’s item will be fully paid, and the trade-in 

will be entered into your inventory. 

Step by step 

To record consignment sales 

To record a trade-in 

Consignments and trade-ins - Overview 

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Buying from and selling to the same contact 

purchases:tracking:contact also a customer;supplier:also a customer;customer:also a supplier;sales:tracking:contact also a supplier 

You may have a contact who is both a customer and a supplier. You can 

keep an accurate record of the receivables and payables for the contact by 

setting up two separate cards: one as a customer and one as a supplier. (“To 

add a customer card” on page 708 and “To add a supplier card” on 

page 712) Then use the customer card to record sales and the supplier card 

to record purchases, just as you would for any other customer or supplier. 

Be sure to use the same account for all sales and purchases associated with 

this customer. 

Instead of actually paying and collecting money for these purchases and 

sales, it may be more convenient to apply debit and credit transactions to 

your payables and receivables accounts for this contact. 

Step by step 

“To track sales and purchases made with the same contact” on page 486 

Buying from and selling to the same contact 

Entering sales (Bank Register) 

entering:sales using the Bank Register;Bank Register:entering:sales 

The Bank Register allows you to quickly and efficiently enter all your 

transactions that have a bank or credit card account type. You can also view 

a complete transaction history for a selected date range of each of these 

accounts and open the source window of each transaction for more detailed 

information. 

While the Bank Register is quick and convenient, it is not appropriate for 

every sales transaction. Keep these points in mind: 

• If a transaction uses more than one account, you cannot use the Bank 

Register. Enter the sale in the Sales window, following the procedure 

described in “Entering sales” on page 311. 

• A sale that is entered in the Bank Register always uses a Miscellaneous 

sales layout and is a completed transaction (sale and payment). 

• There is no default account in the Bank Register. The account you select in 

this field is the account that is used. Even if you selected “When I Receive 

Money, I Prefer to Group It with Other Undeposited Funds” in the 

Banking view of the Preferences window, you must select Undeposited 

Funds here to apply the transaction to that account. 

• There is no Payment Method field in the Bank Register. The payment 

method and details used are the ones you assigned to the customer in the 

Payment Details view of the Card Information window. 

MYOB Help 319

If there is no default payment method assigned to the selected customer, no 

payment method is assigned to the transaction. 

If the method or details of this sale differ from the default information or 

there is no default information and it is important to you that the payment 

method or details are recorded, you should enter the sale in the Sales 

window. 

Note: “The Bank Register is not a transaction window” on page 377 

The data entry area appears in the bottom portion of the window and the 

top portion displays the transactions in a scrollable list 

The list in the upper left corner of the Bank Register displays only accounts 

that have a bank or credit card account type. 

Step by step 

“To make a sale (Bank Register)” on page 345 

Related topic 

“Entering sales” on page 311 

Processing credit card sales 

sales:credit cards;credit cards:sales 

The process of creating credit card sales is virtually the same as the process 

for creating any other sales transactions. The transactions you create in the 

process -- sales, payments, returns and credits -- are managed in the same 

way as other sales transactions. 

You can use Paid Today to enter a customer credit card payment; a 

customer credit card payment can also be entered in the Bank Register or in 

the Pay Bills window. 

The procedure “To handle customer credit card payments” on page 347 

includes all of the steps that are necessary to use Premier to process credit 

cards. As you read the procedure, you may find that you have already 

completed some of the tasks. If this is the case, simply continue to the next 

step. 

Using the undeposited funds account 

You should record your customer credit card payments and credits in an 

undeposited funds account. By recording your customer credit card 

payments in the undeposited funds account, you can easily deposit all of 

your credit card transactions to your bank account. [“To record a bank 

deposit (undeposited funds)” on page 297] 

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One transaction that is a total of your credit card payments will be easy to 

reconcile later when you receive your bank statement. To review individual 

credit card payments, you can view the bank deposit transaction. 

Once a customer credit card payment has been included on a bank deposit 

of undeposited funds, you must follow the steps for reversing, deleting, and 

changing transactions that have been recorded on bank deposits of 

undeposited funds. 

Step by step 

“To handle customer credit card payments” on page 347 


Entering credit card fees 

sales:credit cards:fees;credit cards:fees 

Depending upon your situation your credit card processor may deduct fees 

before or after the payment for credit card transactions is deposited into 

your bank account. 

Also, depending upon your situation, your credit card processor may assign 

fees for credit card transactions daily, weekly or monthly. 

If fees are deducted before your credit card processor funds your 

account 

On your bank statement you’ll see one amount for each deposit from your 

credit card processor. Each deposit on your bank statement represents all of 

your credit card transactions for the period with the credit card processor 

fee subtracted from it. 

To create a transaction in Premier matches the amounts on your bank 

statement, you’ll enter the credit card processor fee(s) using the Bank and 

Deposit Adjustments window - Deposit Adjustment view. (To open: Click 

the Deposit Adjustment button in the Prepare Bank Deposit window.) 

When you record each fee transaction, the fee will appear in the Prepare 

Bank Deposit window. 

Note: “If you sort transactions by payment method” on page 305 

When you’re ready to record a Prepare Bank Deposit transaction, you’ll 

select all the credit card transactions that are included for the period plus 

the credit card processor fee(s). 

The amount in the Total Deposit field will be the total of your credit card 

payments minus the credit card processor fee(s); this amount will be the 

deposit amount that appears on your bank statement. 

MYOB Help 321

If fees are deducted after your credit card processor funds your 

account 

• If fees are deducted for each deposit from your credit card processor. On 

your bank statement you’ll see two amounts for each deposit from your 

credit card processor. One amount on your bank statement represents all 

of your credit card transactions for the period. The other amount is the 

credit card processor fee. 

• If fees are deducted each credit card processing period (monthly, weekly 

or daily). On your bank statement you’ll see one or more deposits from 

your credit card processor for the period but only one fee for the entire 

period. 

To create credit card processor fee transactions in Premier that match the 

amounts on your bank statement, you can enter the fees when you’re ready 

to reconcile your bank account. You’ll enter the fees using the Bank and 

Deposit Adjustments window - Bank Entry view. (To open: Click the Bank 

Entry button in the Reconcile Accounts window.) After you record the 

credit card processor fees transaction, the fees will appear in the Reconcile 

Accounts window; the transactions will be marked as cleared. 

Step by step 

“To record deposit adjustments” on page 297 


Entering time billing sales 

sales:entering:time billing sales;time billing:entering sales;activities:entering:time billing sales 

When you’re ready to bill a customer for time, you can easily and 

automatically enter the sale of activities and items. The activities are those 

for which you’ve entered information in the Activity Information window. 

The items are those in your Items List for which you’ve marked I Sell. 

Note: “Items can be entered on a time billing invoice” on page 376 

You can enter time billing sales in either of two ways: 

• The Prepare Time Billing Invoice feature of the Time Billing Command 

Centre 

• The Work in Progress feature in the Time Billing layout of the Sales 

window. 

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Warning: “Manually entered time billing invoices are not included in 

many reports” on page 376 

Step by step 

“To enter activities and items on a time billing sale” on page 337 

“To bill for time” on page 457 


“Creating activity slips” on page 437 

“Entering activities and items for time billing sales” on page 442 

Printing invoices, packing slips and labels 

packing slips;labels:printing;printing:labels;printing:packing slips 


You can print and reprint individual sales, packing slips and shipping or 

mailing labels, or you can print several of these MYOB Premier documents 

at the same time -- the choice is yours. 

Premier also allows you to easily choose the way you send your forms to 

your customers. By clicking the Send To button, you can email, fax or save 

forms to your hard drive. 

These three types of sales documents all are printed from the Forms 

Selection window, so finding the documents you need to print is an easy 

process. 

You can also customise the look of your printed sales forms, packing slips 

and labels, and you can print your custom forms in colour or black-andwhite 

using your laser or inkjet printer. After you’ve recorded an invoice, 

you can print it, along with an accompanying packing slip and a shipping or 

mailing label, if you want. You can also choose a specific set of forms to 

print. 

If you want to print some sales you’ve already printed, be sure the 

Unprinted or Unsent Sales Only selection isn’t marked in the Forms 

Selection window. 

If you’re unable to make entries or selections in your print window, your 

printer driver software may not be up to date. 

Step by step 

“To print invoices, packing slips and labels” on page 354 

“To print an M-Powered invoice” on page 1346 

“To email a sale or purchase” on page 984 

“To save a sale or purchase as a PDF file for attachment to email” on 

page 985 

“To fax a sale or purchase” on page 988 

MYOB Help 323

“Choosing preference settings for reports and forms” on page 790 

Printing invoice and activity statements 

statements:printing:what will print;printing:statements 


At the end of your billing periods, you’ll probably want to print statements 

for customers that summarise their activity with your company. MYOB 

Premier statements contain all the necessary information for customers to 

quickly review their current billing status. There are two types of statements: 

invoice and activity. 

Invoice statements include all open invoices with payments, if any, and 

their corresponding balances. Quotes and orders never appear on an 

invoice statement. 

Activity statements include all sales invoices, payments and orders with a 

customer deposit for a specific period of time; a running balance is 

included. Quotes never appear on an activity statement. 

Finance charges are calculated when you print customer statements. 

Finance charges can be printed on customer statements. (“How Premier 

calculates finance charges” on page 324) 

You can customise the look of your printed statements. 

Step by step 

“To print a customer statement” on page 356 

“To track finance charges for customers” on page 374 


“Customising forms” on page 837 

“Choosing preference settings for reports and forms” on page 790 

“To customise an M-Powered invoices form layout” on page 1331 

“To add a ‘How to pay’ section to an existing customised form layout” on 

page 1334 

“Assigning credit terms to your customers” on page 695 

How Premier calculates finance charges 

statements:finance charges;finance charges;finance charges:how calculated 

Finance charges are calculated when you print customer statements. 

Finance charges can be printed on customer statements. However, finance 

charge amounts are not automatically tracked by Premier; they’re merely 

printed on the statements. This gives you the freedom to decide how you 

want to deal with finance charges. 

324 www.myob.com.au


When you print customer statements, the credit terms you’ve set up for the 

customers whose statements you’re printing will be used to calculate each 

customer’s finance charge amount. 

If you assign finance charges to balances that aren't paid by their due date, 

finance charges will be assessed beginning the day after the due date. Due 

dates and finance charge amounts are determined by the selections you 

make for each of your customers in the % Monthly Charge for Late 

Payment field of the Selling Details view of the Card Information window. 

A finance charge amount is calculated in Premier by multiplying the 

customer's overdue balance by 1/30th of the monthly finance charge rate 

for each day the balance is overdue. For example, if a customer's overdue 

balance is $100.00 and their monthly finance charge rate is 1.5%, their daily 

finance charge rate is .05% (1/30th of 1.5%), and their finance charge 

amount for each day their payment is overdue is $0.05 ($100.00 multiplied 

by .05%). 

If a customer pays part of an overdue balance during the overdue period -- 

and you use the Customer Payments window to apply the payment -- the 

finance charge amount that's calculated will be based upon the remaining 

overdue balance. 

Step by step 

“To print a customer statement” on page 356 

“To track finance charges for customers” on page 374 


“Assigning credit terms to your customers” on page 695 

Finding sales 

sales:finding;finding:sales 

After you record a sale, you might want to view the transaction sometime in 

the future. All sales can be found using the Sales Register. You can find 

recurring templates in addition to quotes, orders and invoices. 

The Find Transactions window can be used for posted transactions only 

and offers a variety of search methods. Invoices and orders with payments 

applied to them can be found using both the Find Transactions window and 

the Sales Register. 

Step by step 

“To find a transaction” on page 89 

“To find a recurring template” on page 98 

MYOB Help 325

Reviewing your sales activity 

sales:reviewing;reviewing:sales 

An important part of managing your business revolves around collecting 

your sales data and understanding its effects on your overall financial 

picture. MYOB Premier contains a number of tools that you can use to 

review your sales activity so you can make better decisions about your 

business. 

• The Sales Register allows you to view an overall picture of your sales 

activity. Using just one window, you can quickly and efficiently look at 

open and closed invoices, quotes, orders, returns and credits and recurring 

templates. You can even view a list of all sales, if you choose. 

You can perform several Premier functions using the Sales Register, such as 

deleting a sale or changing the status of a sale. If one of your customers 

gives you a deposit, you can easily access the Receive Payments window. 

You can also display the Settle Returns & Credits window if you want to 

apply a customer credit to a sale or offer a refund. 

• The To Do List window provides a quick way to review your transactions 

in Premier, including outstanding receivables, recurring sales and bills with 

expiring discounts. If you choose, you can automatically record 

transactions using the To Do List. 

• The Find Transactions window allows you to gain a detailed history of the 

activity related to a particular sale. In this window, you can view the sale 

itself, as well as any payments and other adjustments made to the 

transaction. 

Note: “Quotes and orders without applied payments don’t appear 

in the Find Transactions window” on page 377 

• The Analyse Receivables window provides you with the tools to evaluate 

how much and how old your customers’ outstanding sales balances are. 

You can also use the Analyse Sales window to understand the “big 

picture” of your sales activity. This window will help you spot business 

trends and anticipate your company’s future needs. 

Note: “Out of balance information -- Accounts Receivable” on 

page 327 

• The Transaction Journal window lists all your sales, as well as other 

transactions you’ve entered into Premier. 

• The Reports option opens the Index to Reports window. You can use this 

window to print virtually all of the reports available with Premier; you also 

326 www.myob.com.au


can display these reports on your computer screen if you like. 

Step by step 

“To view sales (Sales Register)” on page 358 

“To display a list of all sales (Transaction Journal)” on page 358 

“To display a list of open sales (To Do List)” on page 359 


“To list orders and convert sales orders to invoices (To Do List)” on 

page 361 

“To find a quote or order” on page 364 

“To print a list of all your sales” on page 361 

“To print a list of your sales by status” on page 362 

“To print a list of all your recurring sales templates” on page 362 

“To view a sale’s history” on page 363 

“To change a transaction” on page 92 

“To view the amounts you’re owed” on page 363 

“To analyse your sales activity” on page 364 

Out of balance information -- Accounts 

Receivable 

sales:reviewing:out of balance;reviewing:sales:out of balance 

You’ll find the balance of the Accounts Receivable account in several 

locations in Premier, including in windows and on reports. 

The balance of an account can differ from one location to another in 

Premier. The amount displayed in the Accounts List window, for example, 

should be exactly the same as the amount in the Total field in the Analyse 

Receivables window for the Accounts Receivable account. These amounts, 

however, are incremented differently: 

• The balance in the Accounts List window reflects all transactions that have 

been applied to the Accounts Receivable account. That is, it’s the balance 

of all transactions in any command centre on which the Accounts 

Receivable account has been used. 

• The balance in the Analyse Receivables window is the balance due on 

open sales only. That is, it’s the balance of open sales entered in the Sales 

Command Centre. 

Two situations can cause a discrepancy in the balance of your Accounts 

Receivable account: 

1. If you allocate funds to the Accounts Receivable account in any 

transaction other than those performed correctly in the Sales Command 

Centre, such as a cheque, deposit or General Journal entry, the Accounts 

MYOB Help 327

Receivable account reflects the transaction, but the Analyse Receivables 

window doesn’t, because no invoice was recorded. (“To find out whether a 

transaction was applied to the Accounts Receivable account” on page 328) 

2. If you use the Accounts Receivable account as the allocation account in a 

sales transaction, the balance of the Accounts Receivable account isn’t 

affected because the Accounts Receivable account is both debited and 

credited by the transaction. This leaves the account balance unchanged. 

However, the Analyse Receivables window displays the transaction 

because there’s a balance due on the sales transaction. (“To find out 

whether Accounts Receivable is the allocation account on a sale” on 

page 328) 

Note: “Use this information to understand Out of Balance amounts on 

Aged Receivables and Receivables Reconciliation reports” on 

page 377 

Keyword: Analyse Receivables, Accounts Receivable, troubleshooting, trouble, problems, fixing, fix, problem, out-of-balance 

Out of balance information for Accounts Receivable account and Analyse Receivables window 

To find out whether a transaction was applied to the Accounts 

Receivable account 


To find out whether a transaction was applied to the Accounts Receivable 

account, click the search arrow next to Find Transactions at any Command 

Centre and select Account. 

Enter the Accounts Receivable account number and a date range that 

includes all possible transactions (for example, 1/1/00 to 31/12/04). All 

transactions appear in the scrolling list. 

If any of them show GJ (General Journal) in the Src column, delete or 

reverse their General Journal entries (unless they were adjustments for your 

opening Accounts Receivable balance) and reenter the transactions in the 

Sales window. 



page 377 

Out of balance information for Accounts Receivable account and Analyse Receivables window 

To find out whether Accounts Receivable is the allocation account on 

a sale 


To find out whether you’ve entered Accounts Receivable as the allocation 

account on a sale, click the Sales tab in the Transaction Journal window 

and enter a date range to include all possible transactions. 

328 www.myob.com.au


Look for any sales transactions in the scrolling list that debit and credit the 

Accounts Receivable account and aren’t used as historical sales or as 

transactions that settle credits. 

If this is the case and you have a changeable data file, you can display the 

invoice and edit the allocation account to the correct account. If you have 

an unchangeable data file you can reverse the transaction and reenter it 

with the proper allocation account. 



page 377 

Changing, deleting, reversing and converting 

sales 

In MYOB Premier, sales can be easily changed, deleted or reversed. Quotes 

and orders can be changed or deleted at any time. The grouping of line 

items on a sale can be changed by inserting a line, deleting a line, inserting a 

header line or inserting a subtotal line. The ability to change, delete or 

reverse an invoice depends on the way you set up Premier. It’s important to 

consider whether the sale in question is changeable or unchangeable. If 

your sale is changeable, you can change it or delete it altogether from your 

ledger. 

Unchangeable transactions work differently. If you reverse an unchangeable 

sale, the effects of the original sale will no longer be part of your ledger; 

however, a record of the reversed sale, called a reversing transaction, will 

remain. Then, if you want, you can enter a new, correct transaction to 

replace the transaction you reversed. (“Choosing changeable or 


Note: “Changing time billing invoices won’t update activity slips” on 

page 375 

When you delete a recurring template, that template is removed from your 

list of recurring templates only. Any transactions you recorded using a 

recurring template you delete won’t be affected. 

Note: “If an alert states “You may not delete a deposit transaction for a 

recorded sale".” on page 375 

Changing the status of a sale 

You can change the status of a sale. If you enter a quote or an order into 

Premier, you can easily convert it to an invoice once your customer is ready 

to buy your product or service. A quote can be changed into an order or 

invoice. An order can only be converted to an invoice. 

MYOB Help 329

Step by step 

“To change a transaction” on page 92 

“To change a recurring template” on page 100 



“To convert a quote to an order or invoice (Sales window)” on page 366 

“To convert an order to an invoice (Sales window)” on page 367 

“To accept a partial return of items” on page 373 

“To insert a line on a sale” on page 340 

“To insert a header on a sale” on page 341 

“To delete a line on a sale” on page 342 

“To insert a subtotal on a sale” on page 341 

“To delete a transaction” on page 93 

“To delete an order with a payment applied” on page 369 

“To delete an invoice with a deposit applied” on page 370 

“To delete an invoice with a payment applied” on page 369 

“To delete a recurring template” on page 101 

“To reverse an invoice” on page 372 

Tracking work on retainer 

sales:retainers;retainers;tracking:work on retainers 

In MYOB Premier, there are two ways to track work on retainer. The first is 

to create a customer credit for the retainer amount and then apply the 

outstanding payment to invoices you record for the customers who retain 

you. The other is to create an order on which you can enter billing 

information when you’re ready to record it as an invoice. Either method will 

work well, but each affects your accounts in a different was. You may want 

to ask your accountant which method is best for you. 

Tracking work on retainer using a customer credit 

retainers:using a customer credit;tracking:work on retainers:using customer credits 

Use this method to create a credit for a customer. When you’re ready to bill 

the customer for sales activity, you’ll create an invoice and then apply the 

customer credit to the invoice using the Settle Returns & Credits window. 

Use this method of tracking work on retainer if you plan to perform many 

activities for the customer over an extended period of time. 

Please note that when you record a blank invoice to create a customer 

credit, your default cheque account for customer receipts is debited and 

your accounts receivable account (usually an asset account) is credited. 

Step by step 

“To track work on retainer using a customer credit” on page 350 

330 www.myob.com.au


Tracking work on retainer using an order 

retainers:using an order;tracking:work retainers:using orders 

Use this method to create an order for the customer. When you’re ready to 

bill the customer, you’ll convert the order into an invoice. Use this method 

of tracking work on retainer if you plan to record the entire retainer amount 

at once. 

Please note that when you create an order to record the retainer amount, 

your default cheque account for customer receipts is debited and your 

linked account for customer deposits (usually a liability account) is 

credited. 

Step by step 

“To track work on retainer using an order” on page 351 

MYOB Help 331

Chapter 2 

Entering sales 

4 

To sell items to a customer 

1. The Sales window should be displayed. If the customer has asked for a 

quote or order, choose one of those options from the upper left corner of 

the window. (“Choosing the sale you want” on page 313) 

2. If the prices on the invoice (quote or order) should not include tax, 

unmark the Tax Inclusive selection. (“Entering tax inclusive sales” on 

page 313) 

3. Enter the customer's name and review the Shipping address and credit 

terms. You can change this information if necessary. (“Entering 

information about the customer” on page 314) 

You can change the customer’s credit terms for this transaction only. (“To 

change a customer’s credit terms for one transaction” on page 339) You 

can also change the currency (“To change the exchange rate” on page 340) 

and indicate whether the customer is billed for job expenses. (“To bill a 

customer for reimbursable expenses” on page 762) 

4. Review the invoice number and date. If the customer has given you a 

purchase order number, be sure to enter it. 

Caution: “If you use M-Powered invoices” on page 376 

5. Be sure the Item layout has been selected. The selected layout appears in 

the Sales window’s title. (“To choose a sales layout” on page 338) 

6. Enter a line item for each item you are selling. After you enter the quantity 

(in theShip field) and the item number, prices will appear automatically. 

(“Entering line items, headers and subtotals on a sale” on page 315) 

7. If the customer paid all or part of the amount owed, enter the amount paid 

in the Paid Today field. (Paid Today isn’t available for Quotes.) 

332 www.myob.com.au

Chapter 2 Entering sales 

8. Review the payment method and details, if necessary. 

If information was entered in the Payment Details view of the Card 

Information window for the customer, that information will display 

automatically. (“To enter payment details” on page 342) 

If the customer is paying by credit card, verify that the correct card 

information is entered and that Group with Undeposited Funds is selected. 

Note: “Choose Group with Undeposited Funds for customer credit 

card payments and credits” on page 305 

9. You can add more information about your sale, such as a journal entry 

memo, the salesperson or a referral source. (“Entering additional 

information about the sale” on page 316) 

10. If you want to print an invoice (quote or order) for the sale, click the Print 

button. Otherwise, click Record. You can print the invoice later if you like, 

using the Print Invoices window. (“To print invoices, packing slips and 

labels” on page 354) 

-- or -- 

Click the Email button. (“To email a sale or purchase” on page 984) 

(“Choosing what to do with the sale” on page 317) 

4 



“To record a recurring transaction” on page 98 


To sell services to a customer 

The Sales window should be displayed. 

1. If the customer has asked for a quote or order, choose one of those options 

from the upper left corner of the window. (“Choosing the sale you want” 

on page 313) 

2. If the prices on the invoice (quote or order) should not include tax, 

unmark the Tax Inclusive selection. (“Entering tax inclusive sales” on 

page 313) 

3. Enter the customer's name, and review the shipping address and credit 

terms. You can change them if necessary. (“Entering information about the 

customer” on page 314) 

MYOB Help 333









5. Be sure the Service or Professional layout is selected. The selected layout 

appears in the Sales window’s title. (“To choose a sales layout” on 

page 338) 

6. Enter a line item for each service you are selling. Enter the income account 

that’s used to track the type of service you’re selling. (“Entering line items, 

headers and subtotals on a sale” on page 315) 

7. If the customer paid all or part of the amount owed, enter the amount paid 

in the Paid Today field. (Paid Today isn’t available for Quotes.) 

8. Review the payment method and details, if necessary. (“To enter payment 

details” on page 342) 

If information was entered in the Payment Details view of the Card 

Information window for the customer, that information will display 

automatically. 

If the customer is paying by credit card, verify that the correct card 

information is entered and that Group with Undeposited Funds is selected. 



9. You can add more information about your sale, such as a journal entry 

memo, the salesperson or a referral source. (“Entering additional 

information about the sale” on page 316) 

10. If you want to print an invoice (quote or order) for the sale, click the Print 

button. Otherwise, click Record. You can print the invoice later if you like, 

using the Print Invoices window. (“Choosing what to do with the sale” on 

page 317) 



334 www.myob.com.au


4 



To record a sale to an employee 

Sales > Making sales > Entering sales >> 

There are a number of ways to handle a sale to an employee. This procedure 

describes how to deduct the amount of the sale from the employee’s 

paycheque. 

1. Create a customer card for the employee. (“Adding cards” on page 690) 

2. Create an asset account called Employee Purchase and give it a Bank 

account type. (“To add an account” on page 195) 

3. Using the Deduction Information window, create a deduction for the 

payment of the purchase. Link this deduction to the new asset account you 

created in step 2. (“To create a deduction” on page 633) 

4. Create an invoice for the sale to the employee as your would for any other 

customer. 

5. Record the payment amount as a deduction on the employee’s paycheque. 

(This will credit the Employee Purchase asset account by the amount of the 

deduction.) 

6. Use the Receive Payments window to record the employee’s paycheque 

deduction as a customer payment. 

Be sure that the payment is deposited to the Employee Purchase asset 

account that you created; that is, select Deposit to Account in the left 

corner and then select the Employee Purchase asset account from the 

accounts list. (When it is recorded, the payment will debit this account.) 

[“To receive a payment (Receive Payments window)” on page 386] 

4 




To record consignment sales 

sales:consignments;consignment sales 

To properly record and account for your consignment sales in MYOB 

Premier, do the following: 

• Create a supplier card for the company or person for whom you are 

selling items on consignment. Create the consignment supplier’s card as 

you would for any other supplier. (“To add a supplier card” on page 712) 

MYOB Help 335

• Create a consignment item in your inventory. Though consignment items 

are not really part of your inventory, you should set up items for them if 

you want to track their sales accurately. The process for creating an item 

record for a consignment item is slightly different from the normal process 

for creating an item. (“To create a consignment item” on page 577) 

• Record the consignment item sale. Record the consignment sale as you 

would any other kind of sale. (“Entering sales” on page 311) 

• Pay the supplier for whom you sold the item on consignment. Record 

your payment to the consignment item supplier in the Bank Register. Be 

sure to allocate the payment to a Cost of Sales or Expense account, 

though. [“To spend money (Bank Register)” on page 245] 

4 





trade-ins;sales:recording trade-ins;purchases:recording trade-ins 

To properly record and account for trade-ins in MYOB Premier, do the 

following: 

1. Create a customer card for the customer, and create a supplier card with 

the same name. (As an alternative, you could create a special supplier card 

for all of your trade-in purchases. You could give this card a special name 

like “Trade-In” to clearly identify its purpose.) 

2. Create a new detail bank account just for trade-ins. Use the Edit Accounts 

window to designate this account as a new Detail Bank Account 

(Postable). 

3. Create a new item that you can use with trade-in transactions to reduce the 

amount of the sale. Mark only the “I Sell This Item” box and choose the 

new detail bank account (created in step 2) as the “Income Account for 

Tracking Sales". (Ignore the warning that appears when you create this 

account. The account for tracking sales is usually an income account, but 

that does not apply to your trade-in bank account.) 

4. Enter the sales information for the item being sold as you usually do. Then 

enter the special trade-in item that you set up. This will reduce the amount 

of the sale. (Be sure to enter the amount for the trade-in item as a negative 

number in the Total field.) Then record your sale. 

336 www.myob.com.au


5. Use the Purchases window to create an item purchase for the trade-in item 

that will be entered into your inventory. Enter the purchase information 

for the item and enter the amount in the Total field as a positive amount. 

Then record your purchase. 

6. Open the Pay Bills window and use the pull-down list in the upper left 

corner to choose the special bank account that you created in step 2. 

Note that steps 2 and 3 need to be completed only once. You don’t need to 

create a new detail bank account or item record for any subsequent tradeins 

you accept. 

4 


To enter activities and items on a time billing 

sale 

time billing:entering activities and items on invoices;activities:entering:activities and items on sales 


1. If the customer has asked for a quote or order, choose one of those options 

from the upper left corner of the window. (“Choosing the sale you want” 

on page 313) 

2. Enter the customer's name. (“Entering information about the customer” on 

page 314) 









4. Be sure the Time Billing layout is selected. The selected layout appears in 

the Sales window’s title. (“To choose a sales layout” on page 338) 

5. Click the Work in Progress button. The Prepare Time Billing Invoice 

window appears with the Work In Progress tab selected. All the customer’s 

open activity slips appear in the list. 

6. See To bill for time and continue with the steps outlined in that procedure. 

MYOB Help 337

4 

Warning: “Manually entered time billing invoices are not included 

in many reports” on page 376 

To choose a sales layout 

The Sales window should be displayed , and a customer should already be 

selected. 

The layout displayed in the Sales window is determined by the default 

setting on the customer’s card. 

1. Click the Layout button to display the Select Layout window. 

2. Choose one of the following options: 

Service — This layout can be used for services and goods that haven’t been 

added to your Items List. 

Item — This layout is used for items that you’ve added to your Items List. 

(These may be inventoried or non-inventoried items, as well as services.) 

Professional — This layout is similar to the Service layout, but it allows you 

to specify a date for each line item. 

Time Billing — This layout is used in conjunction with Premier’s Time 

Billing command centre, and provides a more comprehensive means for 

billing for professional activities and other time-based services. Depending 

upon the choices you’ve made in the Preferences window, you also may 

enter items using this layout. 

Miscellaneous — This layout generally is used for quick transactions that 

involve no items and require no printed documentation. 

3. Click OK to return to the Sales window. 

4 


“Choosing the sale you want” on page 313 

To enter information about an existing customer 


1. Enter the customer’s name, or click the search icon next to the Customer 

field and choose a name. 

338 www.myob.com.au


2. Several fields will be filled in automatically. You can change this 

information, if you wish. 


3. Enter the purchase order number in the Customer PO # field if the 

customer gave you a purchase order for this transaction. 

4 


“Entering information about the customer” on page 314 

To enter information about a new customer 

(Easy-Add) 

Easy-Add:entering new customers;entering:customers:using Easy-Add 


1. Type the new customer’s name in the Customer field. 

2. Press ENTER. A search list of existing customers appears. 

3. Click Easy-Add. The new customer’s name is added to your Card File, and 

the search list disappears. 

4. Enter the shipping address in the Ship To field. 

5. The invoice number and date will be filled in automatically. You can 

change this information if you wish. 


6. Enter the purchase order number in the Customer PO # field if the 

customer gave you a purchase order for this transaction. 

Keep in mind that you haven’t fully set up the record for the new customer. 

When you have a spare moment, remember to use the Card File Entry 

window to complete the customer’s record. 

4 



To change a customer’s credit terms for one 

transaction 

customers:terms:changing for single transaction;terms:changing:for single transaction;sales:terms:changing for single transaction 


1. Click the zoom arrow next to the Terms field. 

MYOB Help 339

2. Make the changes you want in the Credit Terms window. 

3. Click OK. 

4 



To change the exchange rate 

exchange rates:changing for single transaction;sales:exchange rates:changing for single transaction 

Please note that this task requires that Multicurrency be set up. (“Setting up 

Multicurrency” on page 114) 


1. Click the Exchange Rate button. 

2. Enter the exchange rate you want to use for the transaction. 

3. To change the exchange rate for all future transactions, mark the Update 

Current Exchange Rate in the Currency List with Transaction Exchange 

Rate option. 

4. Click OK 

4 

To insert a line on a sale 

sales:inserting:lines;inserting:lines:on sales 


1. Click in a line of the scrolling list. (The new line will be inserted above this 

line.) 

2. Select Insert Line from the Edit menu. 

4 


“Entering line items, headers and subtotals on a sale” on page 315 

To enter line items for item sales 

line items:entering for item sales 

1. Enter a line item for each item you are selling. After you enter the quantity 

(in the Ship field) and the item number, prices will appear automatically. 

2. The total amount of your transaction can be split among as many 

allocation accounts as you like. Sales generally are allocated to income 

accounts, since they represent income for your company. 

backorders 

340 www.myob.com.au


3. If some of the items are backordered, enter the number of items affected in 

the Backorder column. Only the items you’ve actually received will be 

included in the amount fields; when you record the sale, a separate order 

will be created automatically for the backordered items. 

4. If you offer a volume discount, enter the discount percentage for each 

discounted line item in the Disc% column. The Total column will be 

updated to show the discount. 

5. If the sale is associated with a job, enter a job number in the Job column. If 

the sale is associated with more than one job, you’ll need to enter a 

separate line item for each job. 

6. If the sale is taxable, be sure to select a tax code in the Tax column. 

4 

To insert a header on a sale 

sales:inserting:header lines;inserting:header lines:on sales 


1. Enter a customer card in the Customer field. 

2. Choose where you want the header to be inserted: 

If the line on which you want to insert the header is empty -- no 

transaction is entered on the line, and it’s not a blank, header or subtotal 

line -- click in the line. (The header will be inserted here.) 

Click on a line where a transaction, blank, header, or subtotal line has 

been entered. (The header will appear above the line.) 

3. Select Insert Header from the Edit menu; a line will be added. 

4. Enter the text you want for your header in the Description column of the 

header line. 

4 



To insert a subtotal on a sale 

sales:inserting:subtotals;inserting:subtotals:on sales 


1. Choose where you want the subtotal to be inserted: 

If the line on which you want to insert the subtotal is empty -- no 

MYOB Help 341

transaction is entered on the line, and it’s not a blank, header or subtotal 

line -- click in the line. (The subtotal will be inserted here.) 

Click on a line where a transaction, blank, header, or subtotal line has 

been entered. (The subtotal will appear above the line.) 

2. Select Insert Subtotal from the Edit menu. 

4 



To delete a line on a sale 

sales:lines:deleting;deleting:lines:on sales;deleting: See also deleting [deleting:aaa];deleting: See also deleting [deleting:aaa] 


1. Click on the line you want to delete. 

2. Select Delete Line from the Edit menu. 

4 



To assign a line item on a sale to more than one 

job 

sales:assigning line items to multiple jobs;jobs:assigning:line items of sales to multiple jobs 

If you need to assign one line item to more than one job, use multiple line 

items to record the transaction. For example, assume you want to include 

100 gadgets on an item sale, but you want to assign 30 gadgets to job 12 and 

70 gadgets to job 43. 

1. In the first line item of the transaction, enter the Gadgets item number in 

the Item Number field, then enter 30 in the Ship field and 12 in the Job 

field. 

2. In the second line item of the transaction, enter the Gadgets item number 

again in the Item Number field, then enter 70 in the Ship field and 43 in 

the Job field. 

4 



To enter payment details 

Paid Today:Details button;Details button:using Paid Today on a sale 


342 www.myob.com.au


Click the Details button to enter or change additional information about 

the customer’s payment in the Applied Payment Details window, if you 

wish. 

You can deposit the amount in the Paid Today field into the Undeposited 

Funds Account or to an account that you designate. 

Note: “Choose Group with Undeposited Funds for customer credit card 

payments and credits” on page 305 

Changing the Deposit to Account 

If you want, you can change the account designated in Deposit to Account 

by selecting Linked Accounts from the Setup menu. Choose Sales Accounts 

to display the Sales Linked Accounts window. Enter an account with a 

Bank account type in the Cheque Account for Customer Receipts field. 

Changing the Undeposited Funds Account 

To change the Undeposited Funds Account, select Linked Accounts from 

the Setup menu. Choose General Ledger to display the General Ledger & 

Banking Linked Accounts window. Enter an account with a Bank account 

type in the Cheque Account for Undeposited Funds field. 

4 


“Entering additional information about the sale” on page 316 

“To change applied payment details” on page 295 

To change tax amounts 

tax:changing sales tax amounts;changing:tax amounts on an invoice 


-- or -- 

The Purchases window should be displayed. 

1. Click the zoom arrow next to the Tax field to open the Tax Information 

window. 

2. Enter the new tax amounts in the Tax column. 

3. Click OK. The total tax amount displayed in the Tax field will change to 

reflect the change you made. 

Click the Recalculate button if you want the tax amount to be restored to 

an amount based on the tax codes assigned to the transaction. 

MYOB Help 343

Warning: “Tax amounts change automatically when line items or 

freight amounts change” on page 375 


“Entering additional information about the sale” on page 316 

“To create tax codes” on page 60 

4 

To add or edit Sales/Purchases Information 

Sales Information:changing;changing:Sales Information 

The Sales & Purchases Information window should be displayed. 

1. Click the tab (Comments, Shipping Methods, Referral Source or Payment 

Methods) for the entry you want to add or edit. 

2. Click New to create a new comment, shipping method, referral source or 

payment method or click Edit to change an existing one. 

3. If you clicked New, enter a new comment, shipping method, referral source 

or payment method. If you clicked Edit, edit the existing one. 

4. Click OK. 

4 


“Entering Sales Information” on page 312 

To delete Sales/Purchases Information 

Sales Information:deleting;deleting:Sales Information 

The Sales & Purchases Information window should be displayed. 

1. Click the tab (Comments, Shipping Methods, Referral Source or Payment 

Methods) for the entry you want to delete. 

2. Highlight the comment, shipping method, referral source or payment 

method you want to delete. 

3. Select Delete Comment, Shipping Method, Referral Source or Payment 

Method from the Edit menu. 

4. Click OK. 


“Entering Sales Information” on page 312 

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Chapter 3 Making sales using the Bank Register 

Chapter 3 

Making sales using the 

Bank Register 

4 

To make a sale (Bank Register) 

The steps below are suitable for sales of services requiring only one 

allocation account and no printed invoice. The sales also must be fully paid. 

If you’re selling items to the customer, follow the procedure “To sell items to 

a customer” on page 332 to ensure that your inventory records remain 

accurate. If the sale is for services but requires more than one allocation 

account, use the procedure “To sell services to a customer” on page 333 

instead. 

The Bank Register window should be displayed. 

1. Use the Accounts list at the top of the window to choose the account 

where the payment on this sale will be deposited. 

Please note: If you’re recording a credit card payment, choose your 

Undeposited Funds account; all credit card payments will be included later 

on a bank deposit. 

2. In the Type field, choose Enter Sale. 

3. Review the transaction ID and date. Make any needed changes. 


4. Select the customer to whom you’re making this sale. 

5. Enter the total sale amount, including tax. 

6. Select the allocation account that will be used for the sale. In most cases, 

you should choose an income account. 

MYOB Help 345

7. If the sale is taxable, choose the tax code that applies. 

8. You should enter a short but descriptive memo so you’ll be able to identify 

this transaction in the Bank Register and Find Transactions window and 

on reports. 

9. Click Record. 


“Entering sales (Bank Register)” on page 319 


“Using recurring transactions” on page 96 

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Chapter 4 Handling credit card payments 

Chapter 4 

Handling credit card 

payments 

4 

To handle customer credit card payments 

Tasks related to all sales 

When you accept a credit card as payment for a sale, first perform the 

following tasks, just as you would for any other sale: 

1. Set up an account to track undeposited funds: 



a. “To add an account” on page 195 

b. “To choose a linked account (undeposited funds)” on page 296 

2. Review the list of payment methods (Lists > Sales & Purchases 

Information > Payment Methods). If necessary, add the payment method(s) 

for the credit cards you accept as payment for sales. (“To add or edit Sales/ 

Purchases Information” on page 344) 

3. Add a customer card, and enter the selling and payment details for the 

customer if you want to automatically enter information on sales. (“To add 

a customer card” on page 708) 

You can also enter the information later when you enter a sale. You’ll enter 

the payment information in the Applied Payment Details window. This 

window is available when you click the Details button on the sale. 

4. Enter sales and payments. When entering payments, be sure to “Group 

with Other Undeposited Funds” on page 382. 

a. Enter a sale: 


MYOB Help 347


“To make a sale (Bank Register)” on page 345. When you enter a sale 

in the Bank Register, the sale is fully paid. No balance will be due. 

b. Enter a payment, if there is a balance due on the sale. 

“To receive a payment (Receive Payments window)” on page 386 

“To receive a payment (Bank Register)” on page 390 

“To record a payment on an order” on page 388 

“To pay a refund (Receive Payments window)” on page 412 

“To pay a refund (Sales Register)” on page 411 

Tasks specific to credit card payments 

In addition to the tasks required to process any sale, a few special tasks are 

required to complete a sale paid for with a credit card: 

5. Deposit your credit card funds to your bank account. 

Note: “If your credit card processor fees are deducted before 

money is deposited in your bank account” on page 377 

Depending on your situation, you may want to record deposits once a day, 

once a week or once a month. [“To record a bank deposit (undeposited 

funds)” on page 297] 

If, in the future, you need to review the individual credit card sales or fees 

included on a bank deposit, open the bank deposit transaction. (“To find a 

transaction” on page 89) 

6. Assign bank credit card fees. (“To record deposit adjustments” on 

page 297) 

Depending on your situation, you may want to assign fees for credit card 

transactions daily, weekly or monthly. (“Entering credit card fees” on 

page 321) 

7. Reconcile your bank account statement as you normally do. (“To reconcile 

an account” on page 1065) Be sure to: 

a. Enter any bank charges, including credit card bank surcharges and 

other credit card fees, using the Bank Entry button. (“To record bank 

service charges and interest earned” on page 1068) 

b. Mark all cleared transactions, including the credit card deposits that 

appear on your bank statement. 

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Chapter 4 Handling credit card payments 


“To create a customer credit” on page 405 


“To hold a credit card payment on an order” on page 388 

keyword: visa, mastercard, master card, discover, american express, amex, credit card, reconcile, fees 

To handle customer credit card payments 

MYOB Help 349

Chapter 5 

Tracking work on 

retainer 

Tracking work on retainer using a customer 

credit 

4 

To track work on retainer using a customer 

credit 

retainers:using a customer credit;tracking:work on retainers:using customer credits 

There are two separate procedures you must follow to track work on 

retainer using a customer credit: 

1. When the customer makes a payment to serve as a retainer, record the 

retainer amount. (To record a retainer payment from a customer as an 

invoice) 

2. When there is a customer credit that can be applied to the retainer balance, 

follow To apply a customer credit to a retainer balance. 


“Tracking work on retainer” on page 330 

4 

To record a retainer payment from a customer 

as an invoice 

retainers:recording customer payment;payments:for retainer 


1. Create a blank invoice for the customer who paid you the retainer amount. 

Click the arrow in the upper left corner of the Sales window and select 

Invoice, if necessary. 

2. Enter the customer’s name in the Customer field. Don’t make any more 

entries, except those described in the following steps. 

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Chapter 5 Tracking work on retainer 

3. Enter the retainer amount paid to you by the customer in the Paid Today 

field of the sale. 

4. Click Record. A message will appear asking if you want to record a 

transaction with so little information. 

5. Click OK. 

6. When you’ve performed activities for the customer and you’re ready to bill 

for them, use the Sales window to record an invoice as you usually do. 

4 

To record a retainer payment from a customer as an invoice 

To apply a customer credit to a retainer balance 

customer credits:applying to retainer balance payment;payments:for retainers:using customer credits;retainers:applying payments:using customer credits 

The Returns & Credits view of the Sales Register should be displayed. 

1. Select the customer credit you want to apply to the retainer balance, then 

click Apply to Sale. The retainer amount you entered when you created the 

invoice for the retainer payment appears in the Credit Amount field. 

2. In the scrolling list, click the Amount Applied field for the invoice you 

created for the retainer payment. The amount displayed in the Total Due 

field appears, or if the amount in the Total Due field is greater than the 

retainer amount, the retainer amount appears. 

If you’re applying an amount that is less than the full retainer amount, click 

the Credit Amount field to adjust the total amount being credited. 

3. Click Record. The customer’s retainer amount is reduced. If any amount 

remains, the customer’s credit isn’t fully applied; the remaining amount can 

be applied to other invoices, now or at some time in the future. 

4. If the customer credit still exists, follow steps 1 to 3 each time you want to 

bill the customer. 

To apply a customer credit to a retainer balance 

Tracking sales on retainer using an order 

4 

To track work on retainer using an order 

retainers:using an order;tracking:work retainers:using orders 

There are two separate procedures you must follow to track work on 

retainer using an order: 

MYOB Help 351

1. When the customer makes a payment to serve as a retainer, record the 

retainer amount as an order. (To record a retainer payment from a 

customer as an order) 

2. When you're ready to bill the customer for activities you've performed 

follow To apply a customer payment to a retainer recorded as an order. 


“Tracking work on retainer” on page 330 

4 

To record a retainer payment from a customer 

as an order 

retainers:recording payments as orders;orders:using to record retainer payments 


1. Click the arrow in the upper left corner of the Sales window and select 

Order. 

2. Enter the name of the customer who has paid you a retainer amount in the 

Customer field. 

3. Without entering any line items, enter the retainer amount in the Paid 

Today field. 

4. Click Record. A message will ask if you want to record a transaction with 

so little information. 

5. Click OK. 

4 

To record a retainer payment from a customer as an order 

To apply a customer payment to a retainer 

recorded as an order 

retainers:applying payments:using orders;payments:for retainers:using orders;tracking:work retainers:using orders 


1. Enter the customer’s name in the Customer field. The Select From List 

window appears, displaying all the quotes and orders for this customer. 

2. Highlight the order you created to record the retainer payment and click 

Use Sale. The order you selected will appear in the Sales window. 

3. Prepare line items for the order just as you normally would. 

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Chapter 5 Tracking work on retainer 

4. Click the Change to Invoice button. The order has been converted to an 

invoice. 


If you didn’t bill the customer for the entire retainer amount, the invoice is 

recorded as paid in full and the remaining amount from the retainer is 

recorded on a credit invoice. You can apply the credit to other invoices in 

the Settle Returns & Credits window. 

If you’ve exceeded the retainer amount on the invoice, the amount appears 

in the Balance Due field; the invoice remains open until the balance of the 

invoice is paid. 

To apply a customer payment to a retainer recorded as an order 

MYOB Help 353

Chapter 6 

Printing invoices, 

packing slips and labels 

Printing and reprinting invoices, packing slips 

and labels 

4 

To print invoices, packing slips and labels 

printing:invoices;printing:quotes;printing:orders;quotes:printing;orders:printing;invoices:printing 

The Forms Selection - Print Invoices window should be displayed. 

1. Choose the form layout you want. You can print invoice layouts, packing 

slips or labels. 

2. Choose the sales status. You can choose open (unpaid) invoices, closed 

invoices, credit invoices, quotes or orders, or all invoices or all sales. 

3. Mark Unprinted or Unsent Sales Only to print only the sales you haven’t 

already printed or sent. 

4. If you want to print sales documents for a select group of customers, enter 

a range of dates and invoice numbers to narrow the range of customers you 

want. You will be able to exclude specific customers from this range in step 

7. 

5. In the Selected Form for Sale field, choose the sales layout you want to use 

for these documents. (“Choosing a form for sales and purchases” on 

page 835). 

6. Click OK. The Review Sales Before Printing window appears. 

7. If you want to print more than one form for each customer, indicate the 

number of forms you want. 

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Chapter 6 Printing invoices, packing slips and labels 

8. Review the list of customers that appears in the scrolling list. If you don’t 

want to print documents for some of the customers, click the marks next to 

their names in the Print column to remove the marks. If customers you 

want to include don’t appear in the list, click Cancel and repeat steps 1 to 

6; in step 3, be sure to choose a broader range of customers. 

9. Click Print. 

10. If a printer dialog box appears, make whatever entries are needed, then 

click OK or Print to begin the printing process. 

4 


“Printing invoices, packing slips and labels” on page 323 

“Choosing the form you want to print” on page 834 

To print a single invoice 

invoices;invoices:reprinting:single invoices;reprinting:single invoices 

1. Insert blank sales forms in your printer. 

2. Choose Find Transactions in any command centre to open the Find 

Transactions window. 

3. Select the Invoice tab if it isn’t already selected. 

4. Choose Invoice # from the Search By selection box and enter the invoice’s 

number in the box to the right. 

5. The sale you’re looking for appears in the scrolling list. Click the zoom 

arrow next to the invoice number and the transaction will appear. 

6. Click the Print button. 


“Printing invoices, packing slips and labels” on page 323 

MYOB Help 355

Chapter 7 

Printing customer 

statements 

4 

To print a customer statement 

The Forms Selection - Print Statements window should be displayed. 

1. Choose to print either invoice statements or activity statements: 

Invoice statements include all open invoices with payments, if any, and 

their corresponding balances. Quotes and orders never appear on an 

invoice statement. 

Activity statements include all sales invoices, payments and orders with a 

customer deposit for a specific period of time; a running balance is 

included. Quotes never appear on an activity statement. 

2. If you want to print statements for a select group of customers, use the 

Identifiers, Custom Lists and Include Customers with Zero Balances fields 

to choose the range of customers you want. 

3. To add finance charges for past due amounts, mark the Add Finance 

Charges to Amount Due option. A finance charge based on the percentage 

you specified for each customer in the Card Information window will be 

added to each applicable statement. 

4. In the Selected Form for Statement field, choose the statement layout you 

want to use for these statements. (Choosing the form you want to print). 

5. Click OK. The Review Statements Before Printing window appears. 

6. If you want to print more than one statement for each customer, indicate 

the number of statements you want. 

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Chapter 7 Printing customer statements 

7. Review the list of customers that appears in the scrolling list. If you don’t 

want to print statements for some of the customers, click the marks next to 

their names in the Print column to remove the marks. If customers you 

want to include don’t appear in the list, click Cancel and repeat steps 1 to 7 

again; in step 2, be sure to choose a broader range of customers. 

8. Click Print. 

9. If a printer dialog box appears, make whatever entries are needed, then 

click OK or Print to begin the printing process. 


“Printing invoice and activity statements” on page 324 

“To customise a form before printing” on page 862 

“To customise an M-Powered invoices form layout” on page 1331 

MYOB Help 357

Chapter 8 

Reviewing your sales 

information 

Viewing lists of your sales 

4 

To view sales (Sales Register) 

Sales Register:viewing sales;sales:viewing:in Sales Register 

The Sales Command Centre or the Sales window should be displayed . 

1. Click the Sales Register button (from the Sales Command Centre) or 

Register button (from the Sales window). 

2. Select the tab of the sales category you’d like to view. 

3. You can view sales for all or just one of your customers. To view sales for 

one customer, select Customer in the Search By field, then enter the 

customer’s name in the second field. 

If you selected the Recurring Templates tab, you’ll search by the name of 

the template. 

4. Enter a date range in the Dated From field. (You won’t have to enter a date 

range if you selected the Returns and Credits or Recurring Templates tab.) 

5. A list of sales will appear. Click the zoom arrow to view detail about the 

original sale. 

4 


“Reviewing your sales activity” on page 326 

To display a list of all sales (Transaction Journal) 

Transaction Journal:viewing sales;sales:viewing:in Transaction Journal 

The Sales view of the Transaction Journal window should be displayed. 

1. Enter the desired date range in the Dated From field. 

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Chapter 8 Reviewing your sales information 

2. The accounts affected by each sale, as well as the amounts by which each 

account is debited or credited, will be displayed in the scrolling list. 

3. Click the zoom arrow next to a transaction to display it in the Sales 

window. 

4. Click the Print button to print the Sales & Receivables Journal. 

4 



To display a list of open sales (To Do List) 

To Do List:viewing:open sales;sales:viewing:in To Do List 

These steps will also allow you to create a file that contains information 

about the customers who have open sales, so you can create letters that 

remind them that their payments are due. 

The To Do List window should be displayed. 

1. Click the A/R (Accounts Receivable) tab to display a list of all your open 

invoices. 

2. Click the zoom arrow to the left of the customer’s name to view details 

about a specific invoice. 

3. Using Premier and your word processing software, you can create 

personalised letters to remind your customers to make their payments. 

If you’re using an MYOB OfficeLink-compatible word processor and you 

chose to use OfficeLink when you installed Premier, see “If you’re using an 

OfficeLink-compatible word processor” on page 359. 

If you’re using another word processor, see “If you’re not using an 

OfficeLink-compatible word processor” on page 360. 



“Creating personalised letters” on page 1109 

“To export data for use in personalised letters” on page 1125 

If you’re using an OfficeLink-compatible word processor 

1. Click the Action column for each customer to whom you want to send a 

letter. 

2. Click the Mail Merge button. 

MYOB Help 359

3. The Select From List window displays a list of letter templates you can use 

to create personalised letters for the customers you’ve selected. Premier 

provides four templates for collection letters. Highlight the template you 

want, and click the Use Template button. 

4. Your word processor will run, and a series of dialog boxes will allow you to 

enter your name and business title. 

When you’ve made all the entries required, the personalised letters for the 

customers you selected will be displayed. You can edit these letters if you 

like, or print them just as they are. 

You’re now ready to merge the export file’s data with your word-processor’s 

documents. 

If you’re not using an OfficeLink-compatible word processor 

1. Mark the Action column for each customer to whom you want to send a 

letter. 

2. Click the Disk button at the bottom of the window. 

3. A dialog box asks you to choose one of four file formats for your export 

file. Select one of the following formats: 

files:tab-delimited;tab-delimited text files 

Tab-Delimited Text File: When you save a file in tab-delimited format, the 

individual pieces of information in the file are separated by tab characters. 

For example, if the last name Jones and the address 300 Roundhill Drive 

appears in the file, a tab character will appear between Jones and 300 

Roundhill Drive in the file. 

files:comma-separated 

Comma-Separated Text File: When you save a file in comma-separated 

format, the individual pieces of information in the file are separated by 

commas. For example, if the last name Jones and the address 300 

Roundhill Drive appears in a file, a comma will appear between Jones and 

300 Roundhill Drive in the file. (Individual pieces of information that 

actually contain commas are surrounded by quotation marks.) 

files:text 

Text: When you save a file in text format, the individual pieces of 

information in the file are separated by spaces. 

files:HTML formatted text files;HTML formatted text files 

HTML Formatted Text File: When you save a file in HTML (HyperText 

Markup Language) format, the file can be viewed with World Wide Web 

browser software. The file’s default three-digit extension will be .HTM. 

360 www.myob.com.au


files:PDF;PDF files 

PDF: When you save a file in PDF (Portable Document Format) format, 

the file can be viewed as an electronic image using Adobe Acrobat Reader. 

The file’s default three-digit extension will be .PDF. You can find 

information about Adobe products at www.adobe.com. 

4. The Save As window allows you to specify a name and location for the 

export file. Enter this information, then click OK to create the export file. 

You’re now ready to merge the export file’s data with your word-processor’s 

documents. 

4 

To list orders and convert sales orders to 

invoices (To Do List) 

To Do List:viewing:orders;sales:viewing:in To Do List 

These steps allow you to display a list of all sales and purchase orders and to 

convert your sales orders to invoices. 

The To Do List window should be displayed. 

1. Click the Orders tab to display a list of all your sales and purchase orders. 

2. Click the zoom arrow to the left of the customer’s name to view details 

about a specific sales order. 

3. Click the Action column if you want to convert one or more of your sales 

orders to invoices. 

Warning: “Conversion to invoices is automatic with no chance for 

review” on page 375 

4. Click the Record As Actual button. 

4 



To print a list of all your sales 

Use the Index to Reports window to print or display any of the following 

reports 

• Sales [Customer Summary] report 

• Sales [Customer Detail] report 

• Sales [Item Summary] report 

MYOB Help 361

• Sales [Item Detail] report 

• Sales [Salesperson Summary] report 

• Sales [Salesperson Detail] report 

• Sales [Activity Summary] report 

• Sales [Activity Detail] report 

• Sales & Receivables Journal report 

4 



To print a list of your sales by status 

sales:printing lists:by status 

The Index to Reports window should be displayed. 

1. Click the Sales tab. 

2. Locate the Sales [Customer Summary] and Sales [Customer Detail] 

selections in the scrolling list; choose the report you want, based on the 

amount of information you want to see, and highlight it. 

3. Click the Customise button to open the Report Customisation window for 

the report you selected. 

4. Be sure All Customers is selected at the top of the window, and that the 

Dated From/To fields reflect the range of dates you want to view on the 

report. 

5. Choose the sale status you want to print from the Sale Status list, then 

click OK. You now can either display the report on your computer screen 

or print it on your printer. 

4 



To print a list of all your recurring sales 

templates 

sales:printing lists:of recurring sales templates;recurring templates:sales:printing lists of;sales:recurring templates:printing list of 

Use the Index to Reports window to print or display either of the following 

reports : 

362 www.myob.com.au


• Recurring Sales Templates 

• To Do List [Recurring Sales] 



Viewing the history of sales 

4 

To view a sale’s history 

sales:viewing:a sale’s history 

1. Click Find Transactions in any command centre. 

2. Click the Invoice tab. 

3. Enter the number of the sale whose history you want to view in the second 

Search By field. Click the zoom arrow next to the invoice number to 

display the invoice in the Sales window. 

Click the Advanced button to search by additional criteria such as date, 

amount and memo. 

4. The sale’s history appears in the scrolling list. Click the zoom arrows in the 

scrolling list to display transactions in the windows in which they were 

already entered. 

5. Click the Print button to print the Invoice Transactions Report for the 

displayed sale, if you choose. 



Viewing the amounts your customers owe you 

4 

To view the amounts you’re owed 

sales:viewing:amounts you’re owed;receivables:viewing;analysing:receivables 

The Analyse Receivables window should be displayed. (Note: “Out of 

balance information -- Accounts Receivable” on page 327 

1. Choose one of three options to view the amounts and ages of your 

customers’ outstanding debts in the scrolling list: 

• Mark the Summary field if you want a summary of all your customers’ 

outstanding sales balances. 

• Enter a customer’s name in the Customer Detail field for the summary 

MYOB Help 363

of the customer’s unpaid sales. 

• Enter a sale’s number in the Invoice Detail field to view the 

transactions that make up the sale’s outstanding balance. 

2. Click the customise button to choose whether you want the ageing 

columns to be based on the date assigned to each sales transaction or on 

each customer’s credit terms. 

3. Click the Print button to print either the Aged Receivables [Summary] 

Report or the Aged Receivables [Detail] Report. 



Analysing your sales activity 

4 

To analyse your sales activity 

sales:analysing;analysing:sales 

The Analyse Sales window should be displayed. 

1. Click the Filters button to open the Analysis Selection window. 

Choose the sales figures, time periods and other criteria you want to view 

in the Analyse Sales window. The Analyse Sales window can be displayed 

in a number of ways, depending on the criteria you set here. 

2. Click OK. 

3. The information you selected in step 2 appears in the Analyse Sales 

window. 



“Displaying graphs” on page 821 

Viewing your quotes and orders 

4 

To find a quote or order 

sales:viewing quotes and orders;quotes:viewing;orders:viewing 

The Sales Register window should be displayed. 

1. Select the tab that describes the type of sale you want to view. 

364 www.myob.com.au


2. Change the Search By field and/or the Dated From and To field selections 

to narrow or widen your search. 



MYOB Help 365

Chapter 9 

Converting sales 

4 

To convert a quote to an order or invoice (Sales 

window) 

sales:converting;converting:quote to order or invoice 


1. Enter the name of the customer whose quote you want to convert. A 

search list displays all of that customer’s quotes and orders. 

2. Select the quote you want to convert and click Use Selected Sale. The 

transaction appears in the Sales window. 

3. You have two options: 

• Click the Change to Order button if you want to convert the quote to 

an order. 

• Click the Change to Invoice button if you want to convert to an 

invoice. 

4. Three new fields appear: Paid Today, Payment Method and Balance Due. 

Make any necessary changes to these fields and to any existing fields, if you 

wish. 

5. Change the transaction date to today’s date. 

6. Click Record. The new invoice exists in MYOB Premier and the original 

quote is located in the Sales Register. 

4 


“Changing, deleting, reversing and converting sales” on page 329 


To convert a quote to an order or invoice (Sales 

Register) 

sales:converting;converting:quote to order or invoice;Sales Register:converting a quote to order or invoice;converting:quote to order or invoice:using the Sales Register 


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Chapter 9 Converting sales 

1. Select the Quotes tab. 

2. To find quotes for one customer, select Customer in the Search By field, 

then enter the customer’s name in the second field. 

3. Enter a date range in the Dated From field. 

4. A list of sales will appear. Highlight the quote you want to convert. 

5. You have two options: 

• Click the Change to Order button if you want to convert the quote to 

an order. An order will appear in the Sales window. 

• Click the Change to Invoice button if you want to convert to an 

invoice. An invoice will appear in the Sales window. 

6. Review the information in the Sales window. You can change or add 


7. Click Record. The new order or invoice exists in MYOB Premier and the 

original quote remains in the Sales Register. 

4 




To convert an order to an invoice (Sales 

window) 

sales:converting;converting:order to invoice 


1. Enter the name of the customer whose order you want to convert. A search 

list displays all of the customer’s quotes and orders. 

2. Select the order you want to convert and click Use Selected Sale. The 

transaction appears in the Sales window. 

3. Click the Change to Invoice button. 


information, if you wish 

MYOB Help 367


order is deleted. 

4 



To convert an order to an invoice (Sales 

Register) 

sales:converting;converting:order to invoice;Sales Register:converting an order to an invoice;converting:order to invoice:using the Sales Register 


1. Select the Orders tab. 

2. Select Customer in the Search By field, then enter the customer’s name in 

the second field. 

3. Enter a date range in the Dated From field. 

4. A list of orders will appear. Highlight the order you want to convert. 

5. Click the Change to Invoice button. An invoice will appear in the Sales 

window. 




order is deleted from the Sales Register. 



368 www.myob.com.au

Chapter 10 Deleting sales 

Chapter 10 

Deleting sales 

Deleting orders and invoices 

4 

To delete an order with a payment applied 

sales:deleting:orders with applied payments;deleting:sales orders:with applied payments;customer credits:creating:deleting orders with applied payments;sales:orders:deleting orders with applied payments 

If you’ve already applied a payment to an order that you want to delete, you 

must delete the payment before you delete the order. 

The payment you want to delete should be displayed. 

1. Choose Delete Payment from the Edit menu. 

Note: “If you see Reverse in the Edit menu but you want to delete a 

transaction” on page 399 

2. If more payments have been applied to the order, be sure to delete all of 

these payments. 

3. When all payments applied to the order have been deleted, display the 

order you want to delete in the Sales window. [“To view sales (Sales 

Register)” on page 358] 

4 




To delete an invoice with a payment applied 

sales:deleting:invoices with applied payments;deleting:sales invoices:with applied payments;sales:invoices:deleting invoices with applied payments 

Use this procedure only if your transactions are changeable. 



Note: “If an alert states “You may not delete a deposit transaction 

for a recorded sale".” on page 375 

2. If more payments have been applied to the invoice, be sure to delete each 

payment. 

MYOB Help 369

3. When all payments applied to the sale have been deleted, display the sale 

you want to delete in the Sales window. 

4. Choose Delete Sale from the Edit menu. 

4 



“Choosing changeable or unchangeable transactions” on page 41 


To delete an invoice with a deposit applied 

sales:deleting:invoices with deposits;deleting:sales invoices:with deposits;cheques:writing refund cheques;customer deposits:deleting;sales:invoices:deleting invoices with applied deposits 

Use this procedure only “If an alert states “You may not delete a deposit 

transaction for a recorded sale".” on page 375 


The invoice you want to delete should be displayed. 

1. Delete any items, amounts, tax and freight from the invoice. When you’re 

finished doing this, the amount in the Balance Due field will appear as a 

negative number. 


3. A message asks whether you wish to record the sale. Click OK. 

You’ve just created a transaction -- called a customer credit -- that 

indicates that you owe the customer the amount of his or her deposit. In 

the remaining steps of this task, you’ll pay a refund to the customer for the 

amount of the deposit. 

4. Click the Sales Register option in the Sales Command Centre, then click 

the Returns & Credits tab. A list of all customer credits currently in your 

records will be displayed. 

5. Highlight the customer credit you recorded in step 2, then click the Pay 

Refund button. 

6. The refund appears in the Settle Returns & Credits window. 

If you’re not paying the refund with a cheque, enter a word or letters in the 

Cheque # field; for example, CASH or an abbreviation for a credit card. 

Click Print to print and record a refund cheque, or click Record to record 

370 www.myob.com.au

Chapter 10 Deleting sales 

the refund. 




“To view sales (Sales Register)” on page 358 

MYOB Help 371

Chapter 11 

Reversing sales 

Reversing sales 

4 

To reverse an invoice 

sales:reversing:invoices;reversing:invoices;customer credits:creating:reversing an invoice;sales:invoices:reversing 

To use this procedure, your transactions must be unchangeable. (“Choosing 

changeable or unchangeable transactions” on page 41) 

The invoice you want to reverse should be displayed. 

1. Choose Reverse Invoice from the Edit menu. 

Note: “If you see Delete in the Edit menu but you want to reverse a 


After a few moments, a customer credit will be displayed in the Sales 

window. If you want, you can make a few changes to the customer credit 

(such as the date and the memo), but you can’t change the accounts, 

amounts and quantities that are associated with the customer credit. 

If you’re reversing a sale from a previous accounting period, consider 

assigning a date from that period to the customer credit. This will allow 

your reports for that accounting period to reflect the proper amounts. 

2. Click Record Reversal to record the customer credit. 

3. You have two choices to settle the customer credit: 

• Apply the amount of the customer credit to the customer’s outstanding 

sales balance. [“To apply a customer credit (Receive Payments 

window)” on page 409] 

• Pay a refund to the customer for the amount of the customer credit. 

[“To pay a refund (Sales Register)” on page 411] 




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Chapter 11 Reversing sales 

4 


To accept a partial return of items 

sales:customer credits:customer didn’t return all items; customer credits:creating:customer didn’t return all items;credits:See customer credits;credit invoices:See customer credits 

Use this procedure only if your transactions are unchangeable. 

This process returns all account balances and item quantities to their 

previous levels. 


1. Create a new item invoice by entering the customer’s name and other 

information at the top of the window. 

2. In the first line of the scrolling window, enter a negative number in the 

Ship field to indicate the quantity of items that were returned. 

For example, if the original item invoice recorded the sale of 10 gadgets but 

the customer returned only five gadgets, enter -5 in the Ship field and the 

gadgets item number in the Item Number field. When you do this, the 

amount of the invoice will appear as a negative number in the Total 

Amount field. 

3. Enter additional returned items on the other lines, if necessary. 

4. Click Record. The total quantities of the items in inventory will change to 

reflect the negative numbers you entered in step 2. 

5. You have several choices to settle the customer credit: 

• Apply the amount of the customer credit to the customer’s outstanding 

sales balance. [“To apply a customer credit (Receive Payments 

window)” on page 409] 

• Return the amount of the customer credit to the customer. [“To pay a 

refund (Sales Register)” on page 411] 

• Apply the amount of the customer credit to the customer’s credit card 

account. [“To pay a refund (Sales Register)” on page 411] 




MYOB Help 373

4 

To track finance charges for customers 

sales:tracking:finance charges;finance charges:tracking 

You can track finance charges for one of your customers in any of three 

ways: 

• If you're entering a payment from a customer in the Receive Payments 

window, enter a finance charge payment in the Finance Charge field in the 

Receive Payments window. 

• Create an entire sale only for the finance charges using the Sales window -- 

Service layout or Miscellaneous layout -- then use the Receive Payments 

window to enter payments against the sale. 

• Add the finance charge amount to the outstanding balance of the open 

sale, then use the Receive Payments window to enter payments against that 

open sale. (Use this procedure only if your transactions are changeable.) 


“How Premier calculates finance charges” on page 324 


374 www.myob.com.au

Chapter 12 Sales notes & warnings 

Chapter 12 

Sales notes & warnings 

Changing time billing invoices won’t update activity slips 

If you used the Prepare Time Billing Invoice window to create a time billing 

invoice that you want to change, remember that any changes you make 

won’t be reflected in any activity slips. In addition, time billing reports 

based on activity slip records may be inaccurate. 

Note: Changing time billing invoices won’t update activity slips 

Conversion to invoices is automatic with no chance for review 

If you choose to convert orders to invoices using the To Do List window, 

keep in mind that the conversion will occur automatically; you won’t get a 

chance to review or change any of the transactions before they’re converted. 

If you’re not sure you want to convert a particular order, you should use the 

Sales window to make the conversion manually so you have better control 

over the sale than you would if you used the To Do List. [“To convert an 

order to an invoice (Sales window)” on page 367] 

Warning: The conversion of order to invoice is automatic with no chance for review (To Do List) 

Tax amounts change automatically when line items or freight amounts 

change 

The amount in the Tax field will change whenever you change an amount in 

the line item area or the Freight field, regardless of whether you’ve changed 

the tax amount manually. If you change a transaction’s information after 

manually changing its tax amount, be sure to review the amount in the Tax 

field again to ensure that the amount is still the amount you want. 

If, at a later time, you realise the original tax amount was correct, open the 

Tax Information window again and click the Recalculate button. The tax 

amount will be restored to an amount that’s based on the tax codes assigned 

to the transaction. 

Warning: Tax amounts change automatically when line items or freight amounts change 

If an alert states “You may not delete a deposit transaction for a 

recorded sale". 

You’ll see this alert message when you try to delete a payment if you’ve 

entered the payment on an order and then converted the order to an 

invoice. 

MYOB Help 375

If you need to remove a payment entered in this way, use the procedure “To 

delete an invoice with a deposit applied” on page 370. 

If you use M-Powered invoices 

If you use M-Powered invoices, do not use invoice numbers that contain 

non-numeric characters. Also ensure that you do not use duplicate invoice 

numbers. You may want to mark the “Warn for Duplicate Invoice Numbers” 

preference to alert you before you can record a duplicate invoice number. 

Keywords: duplicate invoice number, numbers, non-numeric 

Note: If you use M-Powered invoices 

If you used a "pending" sale in a previous MYOB product 

“Pending” sales can no longer be created in Premier v8. Instead, orders can 

be created. 

An order, like a pending sale, will now capture all of the information 

available on an invoice, yet won't be recorded as a sales transaction. An 

order also will post any money received as a customer deposit, and the item 

will be committed, but not removed from inventory. Committed items aren't 

exclusively saved for the order; they're still available for sale to other 

customers. 

Note: If you used a “pending” sale in a previous MYOB product 

Items can be entered on a time billing invoice 

If you wish to include items on a time billing invoice, “I Include Items on 

Time Billing Invoices” must be marked in the System view of the 

Preferences window. 

Note: Items can be entered on a time billing invoice 

Manually entered time billing invoices are not included in many 

reports 

You can also enter activities on a time billing invoice manually, but no 

activity slip records will exist for the activities you include. Many time 

billing reports are based on activity slip records, so you should enter 

activities automatically using the Work in Progress view of the Prepare Time 

Billing Invoice window instead. 

376 www.myob.com.au

Chapter 12 Sales notes & warnings 

Quotes and orders without applied payments don’t appear in the Find 

Transactions window 

You may want to use the Find Transactions window if you’re searching for a 

specific invoice. More detailed search methods are available in the Find 

Transactions window than in the Sales Register. (“Finding sales” on 

page 325) 

Please be aware that quotes and orders without payments applied to them 

don’t appear in the Find Transactions window because they don’t affect 

your financial numbers. They can be found using the Sales Register or the 

Select From List that appears in the Sales window when you enter a 

customer’s name. 

Keyword: troubleshooting, trouble, problems, fixing, fix, problem 

Note: Quotes and orders without payments applied to them don’t appear in the Find Transactions window 

The Bank Register is not a transaction window 

The Bank Register simply offers a streamlined method for recording sales. 

When you enter an Enter Sales transaction in the Bank Register, it is as if 

you had opened, entered and recorded the information in both the Sales 

window and the Receive Payments window. 

The Sales window has fields for more information than does the Bank 

Register. You can click the Split button in the Bank Register window to 

open the Sales window and enter more detailed information. 

Whether you use the Bank Register or the Sales window to enter the 

transaction, it is the Sales and Receive Payments windows that display 

when you open the recorded transaction from the Bank Register, Sales 

Register or Find Transactions windows. 

Note: Bank Register is not a transaction window (Sales window) 

Use this information to understand Out of Balance amounts on Aged 

Receivables and Receivables Reconciliation reports 


This information can also be used to understand Out of Balance amounts 

on the Aged Receivables and Receivables Reconciliation reports. Be aware 

that the Aged Receivables report shows all transactions regardless of the 

date entered as the Ageing Date. The Receivables Reconciliation report 

shows transactions up to the date entered as the Ageing Date. 

If your credit card processor fees are deducted before money is 

deposited in your bank account 

You’ll include the credit card processor fees in your Premier bank deposit 

transaction that you’ll create in the Prepare Bank Deposit window. 

MYOB Help 377

To include credit card processor fees on your bank deposit, click the 

Deposit Adjustment button in the window to open the Bank and Deposit 

Adjustments window. In the window you’ll enter the credit card processor 

fees. (“To record deposit adjustments” on page 297). 

When you’re ready to record a Prepare Bank Deposit transaction, select all 

the credit card transactions that are included for the period plus the credit 

card processor fee(s). 

The amount in the Total Deposit field will be the total of your credit card 

payments minus the credit card processor fee(s); this amount should equal 

the deposit amount that appears on your bank statement. 

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Chapter 13 Receive Payments Overview 

Chapter 13 

Receive Payments 

Overview 

Receive Payments Overview;overview:Receive Payments;sales:receive payments transactions;customer payments:See receive payments;payments:See pay bills or receive payments 

Move up to MYOB M-Powered invoices 

In MYOB Premier, you’ll enter receive payment transactions to indicate 

that customers have made payments for the sales you’ve conducted with 

them. When you enter a payment for a sale in Premier, you apply the 

payment to one or more of the customer’s outstanding sales balances. You 

also can choose to apply customer credits while preparing to apply the 

payment. 

Your MYOB software is ready to take advantage of an additional service 

which provides more payments methods to your customers. (“Using M- 

Powered invoices” on page 1311) 

If you receive full or partial payment for the sale at the same time you create 

the sale, you can use the Paid Today feature on a sale to enter the payment. 

The sale and the payment will be recorded at the same time. (“To sell items 

to a customer” on page 332 or “To sell services to a customer” on page 333) 

If you receive full or partial payment after recording the sale, enter the 

payment(s) using the Receive Payments window or the Bank Register. 

Also, a payment receipt can be printed for each cash receipts transaction 

entered into MYOB Premier. 


Entering Receive Payment transactions 

When you’re entering the details of a customer payment in MYOB Premier, 

you should keep the default journal number (ID #) for each transaction. 

This will help ensure that you don’t duplicate numbers. If you want to 

assign a different number, you should keep the CR prefix originally assigned 

so it will be easy to distinguish the transaction as a Cash Receipts 

transaction. 

MYOB Help 379

If you’ve entered payment information for the card in the Card Information 

window, the payment method will appear automatically. If not, you can 

select a payment method, if you wish. 

You have the choice of recording payments directly into one of your 

accounts or of grouping payments into an undeposited funds account. 

Note: “Choose Group with Undeposited Funds for customer credit card 

payments and credits” on page 305 

If you choose to group your payments and use the Prepare Bank Deposit 

window to enter a deposit, you can sort payments by payment method in 

the Prepare Bank Deposit window. 

Entering payment transactions 

The scrolling list in the middle of the Receive Payments window is the main 

area where payments are entered. The list displays all orders and all open 

invoices. If you mark Include Closed Sales, the list will also include closed 

sales. 

Entering discounts 

You can also enter an amount in the Discount field; any amount entered 

here will lower the amount in the Total Due field. An amount will be 

entered automatically in the Discount field if, according to the terms of the 

sale, you owe the customer a discount for prompt payment; this amount can 

be edited. The discount amount will be allocated proportionately to each 

line item, tax and freight amount on the original invoice. (Working with 

discounts for prompt payment) 

Applying payment amounts 

The amount you enter in the Amount Received field in the top half of the 

window is a debit amount, and the amounts you enter in the Amount 

Applied column are credit amounts. Keep in mind that the amounts you 

apply in the Amount Applied column will accumulate in the Total Applied 

field. Before you can record the transaction, the Total Applied amount must 

equal the amount that appears in the Amount Received field in the top half 

of the window. The Out of Balance amount must be zero before you record 

a transaction. 

Entering payment details 

Use the Details button to access the Applied Payment Details window. 

Here, you can enter details about the transaction, including a cheque 

number (if the payment was made by cheque), or a credit card number and 

other information (if the payment was made using a credit card). 

380 www.myob.com.au


Entering customer credit card payments 

When you accept a credit card payment, choose Group With Undeposited 

Funds or, if the Group With Undeposited Funds option isn’t available in the 

window, select or enter the linked account for undeposited funds in the 

Deposit to Account field. (“To handle customer credit card payments” on 

page 347) 

A few additional points 

• Choose Recap Transaction from the Edit menu to view the accounting 

entries that will be made to your financial records when you record the 

payment. 

• You can also use the Bank Register window to enter receive payment 

transactions. [“Entering Receive Payment transactions (Bank Register)” on 

page 383] 

• For each Receive Payment transaction you record, a corresponding 

payment receipt can be printed. (“Printing payment receipts” on page 285) 

Step by step 


“Receiving customer payments” on page 386 


“To choose a linked account (undeposited funds)” on page 296 

“Working with discounts for prompt payment” on page 382 

“Printing payment receipts” on page 285 

“Processing credit card sales” on page 320 

“To receive a payment (Bank Register)” on page 390 


Keyword: credit card payments, receipts, 

Deposit to Account 

When you record payments directly into an account, an individual cash 

receipt transaction is recorded in the account for each transaction. The list 

in the upper left corner of the Receive Payments window displays all the 

accounts you’ve specifically designated as Detail Bank accounts or Detail 

Credit Card accounts. 

Remember that these accounts can be used for any cash your company 

receives. Credit cards, petty cash, money market accounts and other 

methods for receiving money may be displayed in this list. If you want a 

particular account to appear in this list, you’ll need to create the account 

first. (“Adding new accounts” on page 195). 

MYOB Help 381

For each Receive Payment transaction you record, a corresponding 

payment receipt can be printed. 

Group with Other Undeposited Funds 

undeposited funds;receive payments:undeposited funds;sales:undeposited funds 

When you record payments into an undeposited funds account, individual 

cash receipt transactions are recorded in the undeposited funds account -- 

not directly to your bank or credit card accounts. After you’ve grouped all of 

the cash receipts transactions you want, you can then make a bank deposit 

which can include one or many of the grouped transactions. See “Preparing 

a bank deposit” on page 283 for more information about undeposited 

funds. 

Using this method, a single bank deposit transaction will appear on your 

bank or credit card statement in place of many cash receipt transactions. 

Note: In the Bank Register, the Group with Other Undeposited Funds 

option isn’t available. In the Bank Register, select or enter the undeposited 

funds account in the Account field. 




“To choose a linked account (undeposited funds)” on page 296 


“Entering credit card fees” on page 321 

Working with discounts for prompt payment 

discounts:prompt payment;receive payments:discounts for prompt payment;sales:discounts for prompt payment;prompt payment discounts:sales 

An amount will be entered automatically in the Discount field of the 

Receive Payments window if, according to the terms of the sale, you owe 

the customer a discount for prompt payment. The amount in the Discount 

field can be edited. If no amount appears, you may enter one. 

An amount entered in this field will lower the amount in the Total Due field. 

The discount will be applied to the sale only if the customer’s payment 

closes the sale (that is, if amount paid is the same as the amount in the Total 

Due column). 

When you record a payment that includes a discount (and the payment pays 

the sale in full), a credit invoice is created. The credit invoice for the 

discount amount will be automatically applied against the original invoice. 

Also, the discount amount will be allocated proportionately to each line 

item, tax and freight amount on the original invoice. 

382 www.myob.com.au


You’ll see an alert message when a credit invoice is created for the discount. 

Click Print Now if you want to record the payment and print the credit 

invoice. Click Print Later if you want to record the payment without 

printing the credit invoice. If you don’t want to record the payment with the 

discount, click Cancel. You can then change the amount in the Discount 

field of the Receive Payments window. 

Working with discount amounts - Receive Payments Overview 

Entering Receive Payment transactions (Bank 

Register) 

Bank Register:entering:Receive Payment transactions;sales:entering:payments using Bank Register;sales:payments:entering using Bank Register 

The Bank Register allows you to quickly and efficiently enter all your 

transactions for accounts that have a bank or credit card account type from 

a single window. You can also view a complete transaction history for a 

selected date range of each of these accounts and open the source window 

of each transaction for more detailed information. 

The data entry area appears in the bottom portion of the window and the 

top portion displays the transactions in a scrollable list. 

Note: “The Bank Register is not a transaction window” on page 399 

The list in the upper left corner of the Bank Register window displays only 

accounts that have a bank or credit card account type. 



Step by step 

“Receiving customer payments using the Bank Register” on page 390 



Finding, deleting and reversing payments from 

customers 

After you have recorded a customer payment, you may want to view the 

transaction again. MYOB Premier makes it easy to find a customer payment 

that you’ve entered into the system. 

You can also quickly delete or reverse the effects of a customer payment 

from your records. If your transactions are changeable, you can delete the 

payment altogether from your ledger. Unchangeable transactions, however, 

can only be reversed. When you reverse a payment from a customer, the 

effects of the original payment will no longer be part of your ledger; 

MYOB Help 383

however, the original transaction and a record of the reversed payment -- 

called a reversing transaction -- will remain. If you want to, you can then 

enter a new, correct transaction to replace the transaction you reversed. 

If you notice a problem with a customer payment you’ve already recorded, 

be aware that most of the information of the payment can’t be changed. You 

can, however, change the details of the payment method. The payment 

details appear in the Applied Payment Details window; click the Details 

button on a payment to open the window. (“To change applied payment 

details” on page 295) If you need to change information other than the 

payment details, you’ll need to delete or reverse the payment first, then recreate 

and re-apply the payment. 

If a discount for early payment was included with the payment, you’ll 

complete an additional step when deleting or reversing payments. You’ll 

also have to delete or reverse the credit invoice(s) and the discount (credit) 

transaction(s). 

Reversing payments deposited with undeposited funds 

If you want to reverse a customer payment that was recorded on a bank 

deposit for undeposited funds, you must complete some additional steps. 

When a payment is recorded in this manner, it is first recorded in the 

undeposited funds account. Then the amount is transferred to the bank 

account when the bank deposit is recorded. While reversing the payment 

removes the payment from the undeposited funds account, additional steps 

are needed to remove the payment from the bank account. 

Handling bounced cheques 

If a customer’s payment “bounces", you can reverse the returned cheque 

and, if you wish, charge a penalty for the transaction. If you don’t expect a 

replacement cheque, you can use a customer credit to remove the 

customer’s bad debt. 

Creating payment receipts 

Payment receipts correspond directly to cash receipts transactions. That is, 

when you record a cash receipts transaction, the information you entered 

on the transaction can be printed on a payment receipt. Because of this 

relationship, if you change, reverse or delete a cash receipts transaction, you 

should be aware of the impact of this change on any payment receipts that 

have been printed. 

384 www.myob.com.au


To find payment receipts, you’ll use the Review Receipts Before Printing 

windowThis window shows a list of your payment receipts based upon the 

selections you made in the Forms Selection - Print Receipts window. (To 

open the Forms Selection - Print Receipts window, click the Print Receipts 

button in the Banking or Sales command centre. 

You can also use the Bank Register window to view a complete transaction 

history for a selected date range a selected account and open the source 

window of each transaction for more detailed information. 

Note: “If a payment was recorded on a bank deposit of grouped 

undeposited funds, the deposit must be deleted first” on 

page 398 

Step by step 

“To find a payment from a customer” on page 392 

“To delete a customer payment” on page 393 

“To reverse a customer payment” on page 395 

“To handle a bounced customer cheque” on page 397 

“To use customer credits to remove bad debts” on page 420 



“To delete a bank deposit (undeposited funds)” on page 298 



MYOB Help 385

Chapter 14 

Receiving customer 

payments 

4 

To receive a payment (Receive Payments 

window) 

The Receive Payments window should be displayed. 


1. Deposit the payment in a bank account, or group it with your undeposited 

funds if you want to make a deposit later. (“Deposit to Account” on 

page 381 and “Group with Other Undeposited Funds” on page 382) 



Note: Choose Group with Undeposited Funds for M-Powered 

invoices 

2. Enter the customer’s name. Default entries will appear in a number of 

fields. Review the date, in particular, and change it if necessary. (Use the 

date as shown in the Customer Payments section of your Payment Advice.) 

3. Enter the amount received. You can enter a payment method, if you like, 

and you can add detailed payment information, for example, a cheque or 

credit card number, by clicking the Details button. 

If you’re entering a credit card payment, be sure to select a payment 

method so you’ll be able to identify this transaction later in the Prepare 


M-Powered invoices 

Note: “For payments made using M-Powered invoices, select the 

MYOB Pay Services payment method” on page 398 

If you’re using multicurrency and the customer has been assigned a foreign 

currency, the payment amount must be in that currency. You can review 

and update the exchange rate for this transaction by clicking the Exchange 

Rate button. 

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Chapter 14 Receiving customer payments 

4. Enter a short, descriptive comment in the Memo field if you like. The Bank 

Statement Reference from the Payment Advice should be entered here. 

This information will appear on a number of reports. 

5. Use the Amount Applied column to indicate which sales are being paid. 

Depending on your choices in the Preferences window, the payment may 

be applied automatically for you. You can change these default entries if 

you like. 

customer credits:creating:customer overpayment 

If the customer has overpaid you, simply enter the full amount in the 

Amount Applied column. A customer credit will be created automatically 

when you record the payment. You can either apply the credit to a future 

sale or print a refund cheque for the customer. (“Settling customer credits” 

on page 402) 

If you're ready to pay all of the transactions that have Open status, click 

the Receive All button. The amounts required to do this will display 

automatically in the Amount Applied field and the Amount Received field 

in the upper portion of the window. 

6. If the customer is eligible for early payment discounts, they will appear in 

the Discount column. You can change these amounts if you like. 

(“Working with discounts for prompt payment” on page 382) 

7. If the customer owes a finance charge, you can enter that amount in the 

Finance Charge field. 

8. When the payment has been fully applied (the Out of Balance field is zero), 

click Record. 

If the customer overpaid you, a message will appear to alert you that a 

credit memo will be created for the customer. Click OK 

For each cash receipts transaction you record, a corresponding payment 

receipt can be printed. (“Printing payment receipts” on page 285) 


“Entering Receive Payment transactions” on page 379 



“To import customer payments (M-Powered)” on page 1343 

MYOB Help 387

4 

To record a payment on an order 

sales:payments:after order already recorded;receive payments:on orders already recorded 

The Receive Payments window should be displayed. 

1. Deposit the payment in a bank account, or group it with your undeposited 

funds if you want to make a deposit later. 



2. In the Customer field, enter the name of the customer who made the 

payment. 

3. Search the list of transactions at the bottom of the Receive Payments 

window for the order. (The transaction’s Status column shows the word 

“Order".) 

4. Enter the amount of the payment in the Amount Applied column for that 

transaction. 

5. Notice that the Amount Received field in the top half of the window is 

empty. Enter the amount of the payment in this field. To do this, simply 

click the empty field. The amount will automatically appear. 

6. You can enter a payment method, if you like, and you can add detailed 

payment information, for example, a cheque or credit card number, by 

clicking the Details button. 

If you’re entering a credit card payment, be sure to select a payment 

method so you’ll be able to identify this transaction later in the Prepare 





4 


“Entering Receive Payment transactions” on page 379 

To hold a credit card payment on an order 

payments:changing applied payment details;changing:applied payment details 

1. Enter the new Sales - Order as you usually do, with these exceptions: 

a. Don’t enter an amount in the Paid Today field. 

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Chapter 14 Receiving customer payments 

b. Do enter a payment method in the Payment Method field. 

c. Do click the Details button and enter payment details in the Applied 

Payment Details window. In the Notes field, enter the amount of the 

payment and other information about the payment, if you wish. 

-- and most importantly -- 

d. Mark the box: Update Customer Card with Payment Details, if it isn’t 

already marked. 

In order to hold the credit card information until you’re ready to 

record the payment you must mark the box. If you don’t, the credit 

card details won’t be available to you when you need it to record the 

payment. When you mark this box, the information you enter here will 

be recorded in the Payment Details view of the Card Information 

window for the customer. 

2. Record the order. 

3. When you’re ready to ship the items or when you’ve completed the services 

on the sale, convert the order to an invoice. [“To convert an order to an 

invoice (Sales window)” on page 367] 

4. Record the invoice. 

5. Record the payment [“To receive a payment (Receive Payments window)” 

on page 386] 

Because you marked Update Customer Card with Payment Details when 

you entered the sales order, the customer’s credit card information appears 

automatically in the Applied Payment Details window. 

To hold a credit card payment on an order 

MYOB Help 389

Chapter 15 

Receiving customer 

payments using the 

Bank Register 

4 

To receive a payment (Bank Register) 

Bank Register:entering:Receive Payment transactions;sales:entering:payments using the Bank Register;sales:payments:entering using the Bank Register;receive payments:entering using the Bank Register 


The Bank Register window should be displayed. The Bank Register offers a 

streamlined method for recording payments. It uses the default payment 

method and details assigned to your customer in the Card Information 

window, and applies payments to the customer’s oldest outstanding sales 

automatically. If you need greater control over how the payment is entered, 

click the Split button to display the Receive Payment window, where a more 

detailed entry can be made. 

If this customer pays you in a foreign currency, you must use the Receive 

Payment window for this transaction. 

1. Select the bank account where the payment will be deposited, or select the 

Undeposited Funds account if you want to make a deposit later. 

If you’re entering a credit card payment, select the Undeposited Funds 

account. 

Note: “The “Group with Undeposited Funds” preference does not 

apply in the Bank Register” on page 400 

2. Select Receive Payment in the Type field. 

Note: “There is no Payment Method field in the Bank Register 

window” on page 400 

3. Review the transaction date and change it if necessary. 

4. Using the Card field, select the customer’s card. 

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Chapter 15 Receiving customer payments using the Bank Register 

5. Enter the amount received. 

6. Click the Split button: 

• If you want to enter details about the payment, a cheque number, for 

example. Review the entry in the Payment Method field and then click 

the Details button. 

• If you’re entering a credit card payment Select a payment method so 

you’ll be able to identify this transaction later in the Prepare Bank 

Deposit window. Click the Details button to enter credit card 

information. 

• If the customer has overpaid you Enter the full amount in the 

Amount Applied column; a credit memo will be created when you 

record the payment. 

• If the customer has outstanding unapplied credit memos, an alert 

message will appear. You can immediately settle the credit memos 

against any of the customer’s open invoices or settle them at a later 

date. 

7. Enter a short, descriptive comment in the Memo field, if you like. This 

information will appear on a number of reports. 





“Entering Receive Payment transactions (Bank Register)” on page 383 


MYOB Help 391

Chapter 16 

Finding payments from 

customers 

Finding a payment from a customer 

4 

To find a payment from a customer 

sales:finding:payments;receive payments:finding;sales:payments:finding;receive payments:finding 

1. Click the Find Transactions option in any command centre. 


3. To find a customer payment, you’ll first locate the sale on which the 

payment was made. You have several choices: 

• Choose Invoice from the Search By selection box and enter the sale’s 


• Use the Search By selection box to choose another way to search -- All 

Invoices or Customer PO #. 

• Click the Advanced button to search using additional criteria, such as 

the date, amount or memo. 

• Click the Card tab, then enter the name of the customer whose invoice 

you’re looking for to find the invoice number. Enter this number in the 

Invoice # field under the Invoice tab. 

4. The payment you’re looking for appears in the scrolling list. Click the 

zoom arrow next to the payment’s number to view details about the 

payment. 


“Finding, deleting and reversing payments from customers” on page 383 

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Chapter 17 Deleting payments from customers 

Chapter 17 

Deleting payments 

from customers 

Deleting payments from customers 

4 

To delete a customer payment 

deleting:payments;sales:deleting:payments;sales:payments:deleting;receive payments:deleting;deleting:payments:early payment discounts 

Use this procedure only if your transactions are changeable. (“Choosing 


Note: “If a payment was recorded on a bank deposit of grouped 

undeposited funds, the deposit must be deleted first” on 

page 398 



Note: “If an alert states “You may not delete a deposit transaction 

for a recorded sale".” on page 375 

If the payment you deleted was originally used to fully pay a sale and any 

discounts for prompt payment applied to the sale, a message will appear. If 

you receive this message, continue to step 2. 

If no prompt-payment discount message appears, you’re finished -- the 

payment is deleted. 

2. Display the applied discount (credit) transaction(s) in the Settle Returns 

and Credits window. 

Note: “If you’re deleting a payment with a discount recorded in a 

previous version of MYOB Premier” on page 399 

Choose Delete Credit from the Edit menu. 

MYOB Help 393

3. Display the credit invoice(s) in the Sales window. (“To find a transaction” 

on page 90) 

Choose Delete Sale from the Edit menu. 



“How to delete M-Powered transactions for each of the transaction 

statuses” on page 1223 

“To delete an M-Powered transaction in the M-Powered Services Centre” 

on page 1233 

“Working with discounts for prompt payment” on page 382 


394 www.myob.com.au

Chapter 18 Reversing payments from customers 

Chapter 18 

Reversing payments 

from customers 

Reversing payments from customers 

4 

To reverse a customer payment 

reversing:payments;sales:reversing:payments;sales:payments:reversing;receive payments:reversing;reversing:payments:early payment discounts;sales:reversing:discounts;receive payments:reversing 

The payment you want to reverse should be displayed. 

1. Choose Reverse Payment from the Edit menu. 

Note: “If you see Delete in the Edit menu but you want to reverse a 


After a few moments, a transaction in the opposite amount of the payment 

-- a reversing transaction -- will be displayed in the Receive Payments 

window. 

2. If you want, you can make a few changes to the transaction (such as the 

date and the memo), but you can’t change the amounts that are associated 

with it. 

If you’re reversing a payment from a previous accounting period, consider 

assigning a date from that period to the transaction you just created. This 

will allow your reports for that accounting period to reflect the proper 

amounts. 

3. Click Record to record the reversed payment. 

If the payment you reversed was originally used to fully pay a sale and any 

discounts for prompt payment applied to the sale, a message will appear. If 

you receive this message, continue to step 4. 

If no prompt-payment discount message appears, continue to step 6. 

MYOB Help 395

4. Display the applied discount (credit) transaction(s) in the Settle Returns 

and Credits window. 

Note: “If you’re reversing a payment that was recorded in a 

previous version of MYOB Premier” on page 399 

Choose Reverse Credit from the Edit menu, then click the Record button 

to reverse the discount. 

5. Display the credit invoice(s) in the Sales window. (“To find a transaction” 

on page 90) 

Choose Reverse Sale from the Edit menu, then click the Record button to 

reverse the discount. 

6. If the payment you reversed was recorded on a bank deposit of 

undeposited funds, continue to step 7, otherwise, you’re finished. 

7. Click Prepare Bank Deposit from the Banking command centre to open 


8. If the payment hasn’t been recorded on a Prepare Bank Deposit 

transaction; that is, the original payment still appears in the window: 

Select the payment reversal (a negative amount) and the original 

transaction from the list of payments by clicking the Deposit column. 

If the payment has been recorded on a Prepare Bank Deposit transaction; 

that is, the original payment doesn’t appear in the window: Select the 

payment reversal (a negative amount) from the list of payments by clicking 

the Deposit column. 





396 www.myob.com.au

Chapter 19 Tracking bounced cheques from customers 

Chapter 19 

Tracking bounced 

cheques from 

customers 

Tracking a bounced customer cheque 

4 

To handle a bounced customer cheque 

sales:tracking:bounced cheques;bounced cheques;returned payment, See bounced payments 

The payment you want to reverse should be displayed. (“To find a payment 

from a customer” on page 392) 

1. Reverse the payment as you normally do. (“To reverse a customer 

payment” on page 395) 

2. If you want to charge a penalty for the bounced payment, continue to steps 

3 and 4. If you don’t want to charge a penalty, continue to step 5. 

3. Create a service or miscellaneous sale for the amount of the penalty. You 

may want to consult your accountant to determine the account you should 

use to track the penalty amount. 

4. When you receive a payment for the penalty, apply the payment to the 

service or miscellaneous sale using the Receive Payments window. 

5. If you no longer expect to receive a replacement payment for the bounced 

payment, you can apply a bad debt credit to the customer’s open sale to 

close the customer’s account. (“To use customer credits to remove bad 

debts” on page 420) 



MYOB Help 397

Chapter 20 

Customer payments 

notes and warnings 

For payments made using M-Powered invoices, select the MYOB Pay 

Services payment method 

If the payment was made using the M-Powered invoices, select the MYOB 

Pay Services method instead of VISA, Bankcard or another payment 

method. 

Note that MYOB Pay Services in this context refers to the payment method 

(for MYOB M-Powered invoices) and not the BPay biller name that may 

have been issued to you. 

Note: For payments made using M-Powered invoices, select MYOB Pay Services 

If a payment was recorded on a bank deposit of grouped undeposited 

funds, the deposit must be deleted first 

If you want to delete a payment that was recorded on a bank deposit of 

receipts grouped in the undeposited funds account, you must first delete the 

bank deposit. After the bank deposit has been deleted, payments that were 

included on the bank deposit can be deleted. [“To delete a bank deposit 

(undeposited funds)” on page 298] 

If you see Delete in the Edit menu but you want to reverse a 

transaction 

The choice to Delete a transaction appears in the Edit menu when your 

transactions are changeable. If you want to reverse a transaction, you must 

first make your transactions unchangeable. (“Choosing changeable or 


Then, if you want, you can return to your original preference -- changeable 

transactions -- after the transaction is reversed. 

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Chapter 20 Customer payments notes and warnings 

If you see Reverse in the Edit menu but you want to delete a 

transaction 

The choice to Reverse a transaction appears in the Edit menu when your 

transactions are unchangeable. If you want to delete a transaction, you must 

first make your transactions changeable. (“Choosing changeable or 


Then, if you want, you can return to your original preference -- 

unchangeable transactions -- after the transaction is deleted. 

If you’re deleting a payment with a discount recorded in a previous 

version of MYOB Premier 

Payments with discounts that were recorded in a previous version of MYOB 

Premier are found and deleted in a different manner: 

1. Display the discount in the Receive Payments window. (A discount is 

recorded as a Sales Journal (SJ) transaction.) Look for the discount 

transaction using the Card or Invoice tab of the Find Transaction window. 


If you’re reversing a payment that was recorded in a previous version 

of MYOB Premier 

Payments with discounts that were recorded in a previous version of MYOB 

Premier are found and reversed in a different manner: 

Display the discount in the Receive Payments window. (A discount is 

recorded as a Sales Journal (SJ) transaction.) Look for the discount 

transaction using the Card or Invoice tab of the Find Transaction window. 

Choose Reverse Payment from the Edit menu, then click the Record button 

to reverse the discount. 

The Bank Register is not a transaction window 

The Bank Register simply offers a streamlined method for recording 

customer payments. When you enter a Receive Payment transaction in the 

Bank Register, it is as if you had opened, entered and recorded the 

information in the Receive Payments window. 

The Receive Payments window has fields for more information than does 

the Bank Register. You can click the Split button in the Bank Register 

window to open the Receive Payments window and enter more detailed 

information. 

MYOB Help 399

Whether you use the Bank Register or the Receive Payments window to 

enter the transaction, it is the Receive Payments window that displays when 

you open the recorded transaction from the Bank Register, Sales Register or 

Find Transactions windows. 

The “Group with Undeposited Funds” preference does not apply in 

the Bank Register 

The account you select in Account field is the account that is used. Even if 

you selected “When I Receive Money, I Prefer to Group It with Other 

Undeposited Funds” in the Banking view of the Preferences window, you 

must select the Undeposited Funds account here to apply the transaction to 

that account. 

There is no Payment Method field in the Bank Register window 

The payment method and details used are the ones you assigned to the 

customer in the Payment Details view of the Card Information window. 

If there is no default payment method assigned to the selected customer, no 

payment method is assigned to the transaction. 

Click the Split button to open the source window to change the payment 

method or details if they differ from the default information or to assign a 

payment method and details if there is no default. 

400 www.myob.com.au

Chapter 21 Customer Credits Overview 

Chapter 21 

Customer Credits 

Overview 

Customer Credits Overview;overview:Customer Credits;sales:customer credits overview;customer credits:defined 

In MYOB Premier, a customer credit is a transaction that indicates you 

owe money to a customer. There are several ways to create a customer 

credit. 

You can choose from two ways of settling a customer credit: 

• By applying the customer credit to one or more of the customer’s unpaid 

sales, thereby reducing the amount of money the customer owes you 

• By paying a refund for the amount of the customer credit 


“Finding, deleting and reversing customer credits” on page 403 

“Settling customer credits” on page 402 

Keyword: cheque, cheques, credit invoice, invoices, deposit, deposits returns, return, refunds, refund, overpayment, bad debt, retainer, retainers, partial, debts, overpayments 

Entering customer credits and returns 

customer credits:creating;sales:customer credits:creating 

Customer credits can be created in several ways. The topics below explain 

the techniques you can use to create customer credits. 

If none of these procedures is appropriate, use the more general procedure 

(“To create a customer credit” on page 405). 

• To refund/return an entire sale: “To reverse an invoice” on page 372 

• “To accept a partial return of items” on page 373 

• To process an overpayment: “To receive a payment (Receive Payments 

window)” on page 386 

• “To delete an order with a payment applied” on page 369 

MYOB Help 401

• “To use customer credits to remove bad debts” on page 420 

• “To apply a customer credit to unpaid and/or future sales (M-Powered)” 

on page 1348 

• “To make a refund to a customer’s credit card (M-Powered)” on page 1349 

• “To make a refund by cheque (M-Powered)” on page 1348 

• “To track work on retainer using a customer credit” on page 350 

Related topic 



Settling customer credits 

MYOB Premier allows you to either apply a customer credit to one or more 

of the customer’s sales balances or to issue a refund -- cash, cheque or credit 

card -- to the customer. 

You can perform either of these tasks by clicking the Sales Register option 

in the Sales Command Centre and then choosing the Returns & Credits tab. 

You can also apply a customer credit or pay a refund using the Receive 

Payments window. If you’re entering a payment from a customer and 

Premier detects that this customer has an outstanding credit, an alert 

window will appear. Using the selections in the window, you’ll be able to 

either automatically apply the entire amount to an open invoice or to open 

the Sales Register to select the invoices and orders to which you’d like to 

apply the credit or create a refund. You can also exit the window and leave 

the amount as a customer credit. 

Note: “Categories assigned to credits must match the categories for the 

invoices or orders to which the credits are applied” on page 421 

Step by step 

“To apply a customer credit (Sales Register)” on page 407 

“To apply a customer credit (Receive Payments window)” on page 409 



“To apply a customer credit to unpaid and/or future sales (M-Powered)” 

on page 1348 

“To make a refund to a customer’s credit card (M-Powered)” on 

page 1349 

“To make a refund by cheque (M-Powered)” on page 1348 

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Chapter 21 Customer Credits Overview 

Related topic 

“Entering customer credits and returns” on page 401 




Finding, deleting and reversing customer credits 

You may occasionally want to view a customer credit before or after you’ve 

applied it or paid a refund for it. MYOB Premier allows you to easily find 

the customer credits you’ve entered using either the Sales Register or the 

Find Transactions window. 

Deleting or reversing credits 

If you simply want to delete or reverse (“unapply”) a customer credit that 

you mistakenly applied to a sale -- or if you want to remove a refund you 

wrote to a customer -- you can quickly remove the effects of the transaction 

from your records. First, it’s important to know whether the customer credit 

is changeable or unchangeable. 

Changeable credit transactions 

If the credit is changeable, you can change it or delete it altogether from 

your ledger. (“Choosing changeable or unchangeable transactions” on 

page 41) 

Unchangeable credit transactions 

Unchangeable transactions work differently. When you reverse an 

unchangeable customer credit, the effects of the original will no longer be 

part of your ledger; however, a record of the reversed customer credit -- 

called a reversing transaction -- will remain. Then, if you want, you can 

enter a new, correct transaction to replace the transaction you reversed. 

(“Choosing changeable or unchangeable transactions” on page 41) 

Credit transactions that have been settled 

If you notice a problem with a customer credit you’ve already settled, 

remember that you can’t simply change the credit. You’ll need to unapply 

the credit, that is, delete (or reverse) the refund first, and then re-apply the 

credit or pay a new refund. 

Step by step 

“To find a customer credit (before it’s applied)” on page 414 

“To find a customer credit (after it’s applied)” on page 414 

“To find a customer credit (after paying a refund)” on page 415 

“To delete a customer credit” on page 416 

“To reverse an applied customer credit” on page 417 

“To reverse a customer’s refund” on page 418 

MYOB Help 403





Handling customers’ bad debt 

bad debts:removinging;sales:removing:bad debts;sales:bad debts:removing 

If you haven’t received a payment and you now no longer expect a payment 

from a delinquent customer, you can apply a bad debt credit to the 

customer’s open sale to close the customer’s account. 

On the other hand, if you’ve received a payment that “bounced", you’ll first 

reverse the payment and then apply the bad debt credit. 

Step by step 

“To use customer credits to remove bad debts” on page 420 

“To handle a bounced customer cheque” on page 397 




Keyword: cheque, cheques, credit invoice, invoices, deposit, deposits returns, return, refunds, refund, overpayment, bad debt, retainer, retainers, partial, debts, overpayments, provision 

404 www.myob.com.au

Chapter 22 Creating customer credits 

Chapter 22 

Creating customer 

credits 

Creating customer credits 

4 

To create a customer credit 

customer credits:creating:general 

1. If necessary, create an account designated for tracking returns and 

allowances using the Accounts List and Edit Accounts windows in the 

Accounts Command Centre. Be sure the new account is an expense 

account. (“Creating accounts” on page 188) 

2. Click the Enter Sales option in the Sales Command Centre to open the 

Sales window. 

3. Click the Layout button. When the Layout window appears, choose either 

Service or Professional. 

4. Click OK. 

5. Enter transaction information in the top of the Sales window as you 

normally do. 

6. Enter whatever text you’d like to use to describe the transaction in the 

Description column for the first line item. 

7. In the Acct # column for the first line item, enter the account described in 

step 1. 

8. In the Amount column for the first line item, enter the amount you owe the 

customer. Enter this amount as a negative amount; in other words, use a 

minus symbol (-) before you enter the amount. 

9. Click Record. A customer credit is created. 

MYOB Help 405

10. When you’re ready to settle the credit, you can apply a customer credit or 

pay a refund. See “To apply a customer credit (Receive Payments window)” 

on page 409 or “To pay a refund (Sales Register)” on page 411. 




“Making a refund” on page 1329 (M-Powered) 


Keyword: cheque, cheques, credit invoice, invoices, deposit, deposits returns, return, refunds, refund, overpayment, bad debt, retainer, retainers, partial, debts, overpayments, american express, visa, mastercard, discover 

406 www.myob.com.au

Chapter 23 Applying customer credits and paying refunds 

Chapter 23 

Applying customer 

credits and paying 

refunds 

Applying customer credits 

4 

To apply a customer credit (Sales Register) 

customer credits:applying:using the Sales Register;Sales Register: applying credits;sales:customer credits:applying 

Note: Before you can apply a customer credit, you must first create the 

credit. (“Entering customer credits and returns” on page 401) 


1. You can view credits for all or for just one of your customers. 

To view sales for one customer, select Customer in the Search by field, then 

enter the customer’s name in the second field. 

2. A list of the customer’s credits appears. Highlight the credit you want to 

apply. 

Note: “Categories assigned to credits must match the categories 

for the invoices or orders to which the credits are applied” 

on page 421 

3. Click the Apply to Sale button. The Settle Returns & Credits window lists 

all open sales assigned to the customer. 

4. Depending on your selections in the Preferences window, invoice amounts 

may appear automatically in a scrolling list in the Amount Applied 

column. Use this column to designate the sales to which you want to apply 

the customer credit. If amounts appear here, take a moment to review 

them. 

MYOB Help 407

If you marked “Apply Receive Payments Automatically to Oldest Invoice 

First” in the Sales view of the Preferences window, amounts will appear 

next to the oldest invoices at the top of the scrolling list in the Settle 

Returns & Credits window. You will usually apply credits to your 

customers’ oldest open sales. However, you can apply a credit amount to 

any one or more of the transactions in the list. Keep in mind that the total 

amount you enter in the Amount Applied column must equal the amount 

that appears in the Credit Amount field. 

5. Enter the amount you want to apply in the appropriate field in the Amount 

Applied column. 

6. If you want to apply the credit to any unpaid finance charges the customer 

has accrued, enter the credit amount in the Finance Charge field. 

7. If you want to give a discount to the customer for a particular sale, enter a 

discount amount in the sale’s Discount column. 

8. Click Record. At this point, either of these events may occur: 

• If the Settle Returns & Credits window closes, you successfully 

applied the customer credit, and you’re done! 

• If the total amount entered in the Amount Applied column doesn’t 

equal the amount displayed in the Credit Amount field at the top of 

the window, an alert message will appear, explaining that an 

unbalanced transaction can’t be recorded. Click OK to close the 

message, then continue to step 9. 

9. To balance the transaction, you can change either the total amount in the 

Amount Applied column or the amount that’s displayed in the Credit 

Amount field. 

If you change the Credit Amount field’s amount, keep in mind that you can 

enter only an amount less than the original customer credit amount. If you 

choose to do this, the customer credit won’t be fully applied; the remaining 

amount will continue to appear as a customer credit. 

10. Click Record to apply the customer credit. 





408 www.myob.com.au


4 

To apply a customer credit (Receive Payments 

window) 

customer credits:applying:using the Receive Payments window;receive payments:applying customer credits;sales:customer credits:applying 

Note: Before you can apply a customer credit, you must first create the 

credit. (“Entering customer credits and returns” on page 401) 

alert messages:You have $XX in outstanding credit memos... 

1. This alert should appear: “You have $XX in outstanding credit memos on 

file with this customer". You have three choices: 

Note: “The alert message may be different if you have only open 

orders” on page 421 

• Click Apply Credits if you want to settle the customer credit against 

any open invoices for this customer. The outstanding credit memos 

will be automatically applied to the oldest invoices first. This 

transaction will be automatically created. You’re done! 

• Click Open Register if you’d like to use the Sales Register to choose 

how the customer credit will be settled. Proceed to step 2. 

• Click Cancel if you don’t want to settle the customer credit at this 

time. You’re done! 

2. The Returns & Credits view of the Sales Register appears. You can view 

credits for all or just one of your customers. 



3. A list of the customer’s credits appears. Highlight the credit you wish to 

apply. 

Note: “Categories assigned to credits must match the categories 

for the invoices or orders to which the credits are applied” 

on page 421 

4. Click the Apply to Sale button. The Settle Returns & Credits window 

appears, listing all open sales assigned to the customer. 

5. Depending on your selections in the Preferences window, amounts may 

appear automatically in a scrolling list in the Amount Applied column. Use 

this column to designate the sales to which you want to apply the customer 

credit. If amounts appear here, take a moment to review them. 

If you marked “Apply Receive Payments Automatically to Oldest Invoice 

MYOB Help 409

First” in the Sales view of the Preferences window, amounts will appear 

next to the oldest invoices at the top of the scrolling list in the Settle 

Returns & Credits window. You will usually apply credits to your 

customers’ oldest open sales. However, you can apply a credit to any one 

or more transactions in the list. Keep in mind that the total amount you 

apply in the Amount Applied column must equal the amount that appears 

in the Credit Amount field. 

6. Enter the amount you want to apply in the appropriate field in the Amount 

Applied column. 

7. If you want to apply a customer credit to any unpaid finance charges the 

customer has accrued, enter the customer credit amount in the Finance 

Charge field. 

8. If you wish to give a discount to the customer for a particular sale, enter a 

discount amount in the sale’s Discount column. 

9. Click Record. At this point, one of these events will occur: 

• If the Settle Returns & Credits window closes, you successfully 

applied the customer credit, and you’re done! 

• If the total amount entered in the Amount Applied column doesn’t 

equal the amount displayed in the Credit Amount field at the top of 

the window, an alert message will appear, explaining that an 

unbalanced transaction can’t be recorded. Click OK to close the 

message, then continue to step 10. 

10. To balance the transaction, you can change either the total amount in the 

Amount Applied column or the amount that’s displayed in the Credit 

Amount field. 

If you change the Credit Amount field amount, keep in mind that you can 

enter only an amount that is less than the original customer credit amount. 

If you choose to do this, the credit won’t be fully applied; the remaining 

amount will continue to appear as a customer credit. 

11. Click Record to apply the customer credit. 




Keyword: cheque, cheques, credit invoice, invoices, deposit, deposits returns, return, refunds, refund, overpayment, bad debt, retainer, retainers, partial, debts, overpayments, cash, credit card, cards 

410 www.myob.com.au


Paying refunds 

4 

To pay a refund (Sales Register) 

refunds:paying:from Sales Register;cheques:refund:write from Sales Register;Sales Register:paying refund;sales:refunds 

Note: Before you can pay a refund, you must first create a credit. (“Entering 

customer credits and returns” on page 401) 


1. You can view credits for all or just one of your customers. 

To view credits for one customer, select Customer in the Search by field, 



pay. 

3. Click Pay Refund. The Settle Returns & Credits window displays a refund 

in the amount of the customer credit. 

4. From the list at the top left, select the account you want to use to pay the 

refund. 

If you’re paying a credit card refund and you group all of your credit card 

sales, choose your Undeposited Funds account. (“Group with undeposited 

funds” on page 278) 

5. If you need to, change other information in the window. 

• If you’re not writing a cheque, enter a word in the Cheque # field, for 

example, CASH or the abbreviation of a credit card company. 

Note: “For a cash or electronic payment, you may want to replace 

the cheque number with letters or words” on page 273 

• If you change the Amount field’s amount, keep in mind that you can 

enter only an amount less than the original customer credit amount. If 

you choose to do this, the customer credit won’t be fully settled; the 

difference will continue to appear as a customer credit. 

• If you’re paying a credit card refund, enter the name of the credit card 

company in the Memo field so you’ll be able to identify the transaction 

in the Prepare Bank Deposit window. 

MYOB Help 411

6. If you’d like to use one of the additional addresses listed on the customer’s 

card, click the arrow next to the Payee field and choose the appropriate 

address. 

7. Click Print to print a cheque and record the refund, or click Record to 

record the refund. 




4 


To pay a refund (Receive Payments window) 

refunds:writing cheques:from Receive Payments window;cheques:refund:write from Receive Payments window;sales:refunds 

Note: Before you can pay a refund, you must first create a credit. (“Entering 

customer credits and returns” on page 401) 

The Receive payments window should be displayed. 

alert messages:You have $XX in outstanding credit memos... 

1. Enter a customer card in the Customer field. 

2. This alert should appear: “You have $XX in outstanding credit memos on 

file with this customer". 

Note: “The alert message may be different if you have only open 

orders” on page 421 

You have three choices: 

• Click Apply Credits if you want to settle the customer credit against 

any open invoices for this customer. The outstanding credit memos 

will be automatically applied to the oldest invoices first. This 

transaction will be automatically created. You’re done! 

• Click Open Register if you’d like to use the Sales Register to choose 

how the customer credit will be settled. Proceed to step 3. 

• Click Cancel if you don’t want to settle the customer credit at this 

time. You’re done! 

3. The Returns & Credits view of the Sales Register appears. You can view 

credits for all or just one of your customers. 

To view credits for one customer, select Customer in the Search by field, 


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apply. 

5. Click Pay Refund. The Settle Returns & Credits window appears, 

displaying a refund in the amount of the customer credit. 

6. From the list at the top left, select the account you want to use to pay the 

refund. 

If you’re paying a credit card refund and you group all of your credit card 

sales, choose your Undeposited Funds account. (“Group with undeposited 

funds” on page 278) 

7. If you need to, change other information in the window. 

• If you’re not writing a cheque, enter a word in the Cheque # field, for 

example, CASH or the abbreviation of a credit card company. 

Note: “For a cash or electronic payment, you may want to replace 

the cheque number with letters or words” on page 273 

• If you change the Amount field’s amount, keep in mind that you can 

enter only an amount less than the original customer credit amount. If 

you choose to do this, the customer credit won’t be fully settled; the 

difference will continue to appear as a customer credit. 

• If you’re paying a credit card refund, enter the name of the credit card 

company in the Memo field so you’ll be able to identify the transaction 

in the Prepare Bank Deposit window. 

8. If you’d like to use one of the additional addresses listed on the customer’s 

card, click the arrow next to the Payee field and choose the appropriate 

address. 

9. Click Print to print a cheque and record the refund, or click Record to 

record the refund. 



“Making a refund” on page 1329 


Keyword: cheque, cheques, credit invoice, invoices, deposit, deposits returns, return, refunds, refund, overpayment, bad debt, retainer, retainers, partial, debts, overpayments, cash, credit card, cards, american express, visa, mastercard, discover 

MYOB Help 413

Chapter 24 

Finding customer 

credits 

Finding customer credits 

4 

To find a customer credit (before it’s applied) 

customer credits:finding:before it’s settled;finding:customer credits;sales:finding:customer credits;sales:customer credits:finding 

All customer credits that haven’t been applied to sales or paid as refunds are 

located in the same place in Premier. 

1. Click Sales Register in the Sales Command Centre. 

2. Click the Returns & Credits tab. You can view credits for all or just one of 

your customers. 



3. A list of the customer’s credits appears. 




4 


To find a customer credit (after it’s applied) 

customer credits:finding:after it’s applied;finding:customer credits;sales:finding:customer credits;sales:customer credits:finding 

1. Click Find Transactions in the Sales Command Centre. 


3. To find a customer credit, you’ll first have to locate the sale on which the 

credit was made. You have several choices: 

• Choose Invoice from the Search By selection box and enter the sale’s 


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Chapter 24 Finding customer credits 

• Use the Search By selection box to choose another way to search -- All 

Invoices or Customer PO #. 

• Click the Advanced button to search using additional criteria, such as 

the date, amount or memo. 

• Click the Card tab, then enter the name of the customer whose invoice 

you’re looking for to find the invoice number. Enter this number in the 

Invoice # field under the Invoice tab. 

4. Applied customer credits can be recognised by their source journal code 

(SJ). Search the ID # column for transactions numbered with SJ prefixes 

and click the zoom arrow next to the customer credit you want to view. 

The Settle Returns & Credits window displays the original customer credit. 




4 


To find a customer credit (after paying a refund) 

customer credits:finding:after writing a refund cheque;finding:customer credits;sales:finding:customer credits;sales:customer credits:finding 

1. Click Find Transactions in the Sales Command Centre. 

2. Click the Card tab. 

3. Choose Card from the Search By selection box and enter the customer 

name in the box to the right. Change the date range, if needed, to broaden 

or narrow your search. 

If you’re not sure of the customer name, you can choose All Cards from the 

Search By selection box. By clicking the Advanced button on the left side 

of the Find Transactions window, you can search using additional criteria, 

such as Source Journal, Amount or Memo. 

4. Refunds to customers can be identified by their source journal code (CD). 

Search the Src column for transactions assigned the source journal code 

CD to find the transaction you want; when you find it, click the zoom 

arrow next to it. The Settle Returns & Credits window displays the original 

refund. 





MYOB Help 415

Chapter 25 

Deleting customer 

credits 

Deleting customer credits 

4 

To delete a customer credit 

customer credits:deleting after applying;refunds:deleting;cheques:refund:deleting;deleting:customer credits after applying;deleting:refunds;sales:deleting:customer credits;sales:customer credits:deleting 

Use this procedure only if your transactions are changeable. (“Choosing 


1. The customer credit you want to delete should be displayed. 

2. Choose Delete Credit from the Edit menu. 

Related Topics 







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Chapter 26 Reversing customer credits 

Chapter 26 

Reversing customer 

credits 

Reversing applied customer credits 

4 

To reverse an applied customer credit 

customer credits:reversing after applying;reversing:customer credits after applying;sales:reversing:customer credits 


The customer credit you want to reverse should be displayed. 

1. Choose Reverse Credit from the Edit menu. After a few moments, a new 

transaction, in an amount exactly opposite of the customer credit’s 

amount, will be displayed in the Settle Returns & Credits window. 

2. If you want, you can make a few changes to the new transaction (such as 

the date and the memo), but you can’t change the amounts that are 

associated with it. 

If you’re reversing a customer credit from a previous accounting period, 

consider assigning a date from that period to the new transaction. This will 

allow your reports for that accounting period to reflect the proper 

amounts. 

3. Click Record. The applied customer credit is reversed, and the balance of 

the sale to which you originally applied the customer credit is returned to 

its previous amount. 

Keep in mind that an outstanding credit exists again for this customer. To 

settle the customer credit, you can either apply the amount of the credit to 

the customer’s outstanding sales balance or pay a refund to the customer 

for the amount of the credit. 



MYOB Help 417









Reversing customers refunds 

4 

To reverse a customer’s refund 

refunds:reversing;reversing:customer refunds;sales:reversing:customer refunds 

Use this procedure only if your transactions are unchangeable. 

The customer credit you want to reverse should be displayed. 

1. Choose Reverse Credit from the Edit menu. After a few moments, a new 

transaction, with an amount exactly opposite of the refund’s amount, will 

be displayed in the Settle Returns & Credits window. 

2. You can make a few changes to the new transaction (such as the date and 

the memo), but you can’t change the amounts that are associated with it. 

If you’re reversing a refund from a previous accounting period, consider 

assigning a date from that period to the new transaction. This will allow 

your reports for that accounting period to reflect the proper amounts. 

3. Click Record to record the new transaction. The Settle Returns & Credits 

window closes. The refund is reversed. 

Keep in mind that an outstanding credit exists again for this customer. To 

settle the customer credit, you can either apply the amount of the credit to 

the customer’s outstanding sales balance or write a new refund to the 

customer for the amount of the credit. 

4. If the payment you reversed was grouped with undeposited funds, 

continue to step 6, otherwise, you’re finished. 

5. Click Prepare Bank Deposit from the Banking command centre to open 


6. If the payment hasn’t been recorded on a Prepare Bank Deposit 

transaction; that is, the original payment still appears in the window: 

Select the payment reversal (a negative amount) and the original 

transaction from the list of payments by clicking the Deposit column. 

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Chapter 26 Reversing customer credits 

If the payment has been recorded on a Prepare Bank Deposit transaction; 

that is, the original payment doesn’t appear in the window: Select the 

payment reversal (a negative amount) from the list of payments by clicking 

the Deposit column. 












MYOB Help 419

Chapter 27 

Removing customers’ 

bad debts 

To remove customers’ bad debts 

4 

To use customer credits to remove bad debts 

customer credits:creating:removing bad debts;bad debts:removing;sales:bad debts 

1. Create a new account named Bad Debts and assign it an expense account 

classification. (“Creating accounts” on page 188) 

2. Use the Sales window to create a miscellaneous sale for the customer. 

(“Entering sales” on page 332) For each of the customer’s outstanding 

debts, enter a line item with a negative value, using the Bad Debt account 

you created in step 1 in the Allocation Account column in each line item. 

When you’re finished, click Record. The transaction you’ve recorded is 

called a customer credit. 

3. Click the Sales Register option in the Sales Command Centre, then click 

the Returns & Credits tab. 

4. Highlight the customer credit you created in step 2. 

5. Click Apply to Sale. The Settle Returns & Credits window appears. 

6. The customer’s open sales appear in a scrolling window. Enter the amount 

of each open sale in the Amount Applied column. 

7. Click Record. All the customer’s bad debt is cleared. 


“Handling customers’ bad debt” on page 404 




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Chapter 28 Customer credits notes and warnings 

Chapter 28 

Customer credits notes 

and warnings 

Categories assigned to credits must match the categories for the 

invoices or orders to which the credits are applied 

If you assigned a category to a credit, it must match a category assigned to a 

transaction in the sale to which the credit is applied. If the categories don’t 

match or if either the credit or the sale has no category, the sale will not 

appear in the list of sales. Use the Open Invoices view or Orders view of the 

Sales Register to find the invoice or order to which you will apply the credit. 

Then assign a matching category to a transaction in the sale. 

The alert message may be different if you have only open orders 

If you have only open orders in Premier, the alert message will have two 

choices: you can use either the Open Register or Cancel options. 

MYOB Help 421

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