GOROKA TECHNICAL COLLEGE

Computerised Accounting Systems

USING MYOB

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LESSON THREE

Learning Outcomes
At the end of this lesson the student will:

1. Demonstrate creating new company data file.

2. Save a data file.
3. Exist MYOB.
4. Opening an existing MYOB data file.
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Creating a New Data File
MYOB program provides financial documents, such as invoices, cheques and receipts, to record
the financial transactions of the business, and automatically posts those transactions to the
appropriate journals and ledger accounts. It can also provide instantaneous analysis and reports at
any time to aid business decision making.

Start by creating a new MYOB data file for Henry’s paint Wholesalers. Then create a suitable
chart of accounts and save.

Follow these steps to create a new data file:

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 1. From the desktop locate the shortcut of MYOB icon and double click, MYOB
Accounting Window will appear.
2. Click create a new data file. MYOB new data file assistant appears.
3. After reading the contents of the welcome screen, click next to continue.

Fig: 3.11 Welcome to new company file assistant.

4. The your company name and address window will appear.

5. Key Henry’s Paint Wholesalers (your name). Serial and ABN numbers are not
required.
6. Press tap or enter and move to the address field. If you make an error press the
back button to move back to the previous window, make corrections and then click
next to return.
7. Key 14 Rowville Street and press enter to go to the next line.
8. Key Randwick NSW 2002.
9. Key in the phone, fax numbers and email address, use your own numbers and
address for these.
10. Click next to continue.
11. The tell us about your accounting period appears. Henry and his sister Molly
started their business on 1st April 1998.

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Fig: 3.12 New Company profile is created.

12. Key 1998 as the year (1997/1998 financial year), the current financial year.
13. Select June for the last month of the financial year if that is not the default given.
To change the default month, click it to review the list of months, then drag down
the highlight to June and release the mouse button.

Fig: 3.13 Accounting period perimeters are set.

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 14. Select April as the conversion month from the drag down list.
15. Select twelve months period as the number of accounting periods. Then click,
next.
16. The window to confirm your entries will appear, refer to figure 3.14,

Fig: 3.14 Review window to check the data posting perimeters.

17. If your screen is correct click next. The build your accounts list for your company
window will appear. The financial year and conversion month cannot be changed
at a later time without creating a new data file and starting again so it is very
important that you check your details carefully against figure 3.14. If you have
made an error click the back button and adjust your entries.

18. Select from the three options, ‘I would like to start with one of the lists provided
by MYOB accounting’, refer to figure 3.15
MYOB provides several templates for different business types and for different
industries, a list of accounts to choose from.

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Fig: 3.15 Select option to build account list.

19. Click next. The select your account list appears.

20. Click the industry classification window and from the scrow down arrow select
other.

Fig: 3.16 Company assistant to select chart of accounts.

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 21. Click the type of business window and enter the letter w, this brings you to the
business type names starting with w. From the drag down list select whole
Business.

Fig: 3.17 Select drive to sale your data file.

22. Click next.

23. The window create your company file appears. This is for directing the program to
save your data file in a drive you can access later. In your case you have to save all
your data files in your home drive, therefore click change. The window to save the
data file appears .
24. Click in the save in window and from the drag down arrow select your home
drive. By double clicking your home drive will appear in the save in window.
25. Check the file name and click save. Make sure that the file type (save in type) is
MYOB.Dat. Note the drive has changed from C drive to H drive.
26. Click next.
27. The congratulation window will appear. Two options will appear, asking you to
decide which one to use to either continue customize the chart of accounts or begin
entering accounting transactions.
28. For our exercise click commend center, this will bring you to the heart of the
MYOB accounting information processing. This is called the commend center
from which you navigate into different features and functions as you need them.

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Fig: 3.18 Select an option to begin using the data file.

29. Familiarize with different command icons. For example, assets, banking, sales, etc.
Each of these icons also has different sub icons that lead to different tasks that you
may wish to perform. Refer to figure 2.19

Fig: 3.19 MYOB Commend Centre.

That is it, you have created a new MYOB data file to commence entering transactions.

Save a data file.

You save the data file from this window, as shown in figure 4.10 below.

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 Figure 4.10: Saving the data file.

To save your data file follow these steps:

1. Click the file from the menu bar as shown in the above figure.
2. Click backup.
3. Check Back up all data.
4. Click continue.
5. Select your home drive from the save in box.
6. Select name from the file name box or type the file name you want to save in.
7. Select All Files in the Save as type box, then.
8. Click Save.
9. File already exist will appear, just click Yes to continue.
10. Click OK.
11. Click the file from the menu bar then exit.
12. Click quit, not report (Note: Normally you are required to print a session
report before exit. This enables hard copies to be kept for future references for
audit).
13. Click No to exit.

Exist MYOB.
MYOB will automatically prompt you to do three things before you exit:
1. Resave your data file every time you leave the program.
2. Make a session report-this is an audit trail of transactions passed during a session. It is a
good idea to print one each time you exit MYOB. This will assist you to track any errors
that might have occurred should your answers not agree with those provided in this book.

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 3. Make a backup file. MYOB can make a compressed version of your data file after any
session. This is a good idea because if a major problem occurs with your data file you
will not have to start again. You should make a backup to a second disk at the end of each
session.

Follow the steps below to check that these security preferences are activated.

Follow these steps to configure backing data files:

1. Select Setup from the menu bar.
2. Select Preferences.

Fig: 4.11 Security preference window.

3. Select the Security tab. Your screen should look like the figure 4.11 above.
4. Check to ensure that the boxes next to Prompt for data backup when closing
and Prompt for session report when closing are ticked.
5. Click OK to return to the command centre.

To exit, follow the steps described in 4.10

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Opening an existing MYOB data file.
Often in these units, you will be asked to open existing data files. Follow the steps below when
you are asked to do this.

Follow these steps:

1. Double click the MYOB shortcut icon in the desktop.
2. Welcome to MYOB window appears, Click Open.
3. Key the name of your data file in the file name box (Hint: Check the list of files
displayed, if your data file appears, highlight it and click open. If not on the list
select all files from files of type box).
4. Click Open.
5. Sign on window appears, Click OK.

Reference:
Keeping Account with MYOB by Cathy Grundy & Doug Lyte.

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