New FeaturesMYOB AccountEdge 2009

MYOB AccountEdge Network Edition 2009

2 N E W F E A T U R E S

Overview

The following new features and enhancements have been included in this release:

Features Description See

Business Insights

• Analyze the current financial situation of your business.

page 4

Card file Action menu

• Perform more actions from card windows and card lists with the new Action menu.

page 6

Print preview forms

• You can now preview forms, such as checks and invoices, before printing them.

page 7

Prior year reporting of payroll information

• Retain prior year paycheck information• View prior year payroll reports.

page 8

Enhanced transaction editing

• Edit vendor bill payments and customer payment transactions.

page 10

New-look windows

• The appearance of windows has been updated to aid navigation.

page 11

Enhanced list searching

• Search lists more easily with new filter options.

page 12

New form and report options

• Use new form customization tools• Filter customer statements by statement date• Save more filter settings for customized

reports• New names for preprinted forms.

page 13

New security features

• Hide credit card numbers when recording customer payments and vendor refunds

• Restrict access to employee information and the Undo Bank Reconciliation function.

page 15

O V E R V I E W 3

Show Me How new feature demonstration moviesShow Me How tutorial movies demonstrate how to use the new features. The Show Me How movies run between one and four minutes.The movies in this release show you how to:

edit vendor bill payments and customer payment transactions

filter your list searches with a range of new fields

retain prior year paychecks

perform more functions in cards and card lists, using the Action menu.

To view Show Me How movies

1 Go to the Help menu, choose What’s New in this Release and then choose New Feature Movies. The list of available movies appears.

2 Click the movie you want to view.

Import and export enhancements

• Automatically match imported data fields to fields in your MYOB software

• Enhanced Applescript commands.

page 17

Company Data Auditor enhancement

• View the locations of your MYOB application file and your company file.

page 18

.Mac is now MobileMe

• Apple has changed .Mac to MobileMe. page 19

Online help • It is now faster and easier to use online help. page 20

Features Description See

4 N E W F E A T U R E S

Business Insights

Business Insights is a tool that enables you to analyze your business’ current financial situation. It calculates important business ratios to provide current information about profits, turnover, operating balances, etc.

Ratios show the relationship of one amount to another. They can be used to evaluate the health of a business by comparing amounts in the current period to previous months in the current year, as well as against the same month in the prior year.

The following ratios can be calculated using Business Insights.

Ratio Description

Gross Profit Margin Ratio

Helps you assess whether your sales revenue sufficiently covers your operating and other expenses.

Operating Profit Ratio

Calculates the operating profit made per $100 of sales.

Net Profit to Sales Ratio

Calculates the net profit made per dollar of sales.

Accounts Receivable Days

Shows the average number of days it would take to collect your accounts receivable at the month’s average revenue per day.

Accounts Payable Days

Shows the average number of days it would take to collect your total accounts payable at the average rate of cost of goods sold per day.

Inventory Turnover Days

Shows the average number of days taken to turn over inventory.

Current Ratio Shows your liquidity, and your ability to pay debts when they fall due.

Profitability Ratios

Shows a range of profit ratios in comparison to sales.

B U S I N E S S I N S I G H T S 5

To use Business Insights

1 In the Accounts command center, click Business Insights. The Business Insights window appears.

2 Select which fiscal years you want to compare. You can choose between this year and last year, or this year and next year.

3 Click Next to start your business review.

You can print reports from any analysis window by clicking Print.

4 Click Next to proceed through each report.

For more information about Business Insights, see online help.

6 N E W F E A T U R E S

Card file Action menu

The Action menu is a shortcut menu for accessing tasks associated with card records. The menu is located in the Cards List window and in each Card Information window. When you click the Action menu icon ( ), a list of actions associated with the card type is displayed.

All of the tasks you could previously perform in card windows, such as creating letters and sending emails, can be found in the Action menu. In addition, you can now access transaction tasks, printing tasks, and view the card's primary address location (and get directions to it) through a Google Maps™ link (Internet access required).

The following shows the actions available in a customer card.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see ‘Show Me How new feature demonstration movies’ on page 3.

P R I N T P R E V I E W F O R M S 7

Print preview forms

The print preview feature enables you to check the details of your forms before printing. Previously, you could only view forms with sample data.

The following table lists the forms you can preview.

When you enter a transaction and are ready to print a form, you can preview the form by clicking Print and choosing a preview option. Note that the transaction will be recorded before you preview the form.

Window Form

Sales (all layouts except Miscellaneous)

• Quote• Order• Invoice

Purchases (all layouts except Miscellaneous)

• Quote• Order• Bill

Spend Money • Check• Payment notification

Pay Bills • Check• Payment notification

Pay Employee • Check• Pay stub

8 N E W F E A T U R E S

Prior year reporting of payroll information

You can now retain and report prior year payroll information.

Retain prior year paycheck informationWhen you start a new fiscal year, you can now select an option to retain paycheck information from prior years.

In the Closed Transactions and Other Entries window of the Start a New Fiscal Year Assistant, select the Keep Paychecks from Prior Fiscal Years option and then select the fiscal year from when you want to keep paychecks in your company file. For example, if you’re closing the 2008 fiscal year, and you want to retain all paycheck data for that year, select FY 2008.

After you have saved paycheck details from a fiscal year, you can view payroll reports containing information for the saved periods. For more information, see ‘View prior year payroll reports’ on page 9.

P R I O R Y E A R R E P O R T I N G O F P A Y R O L L I N F O R M A T I O N 9

Purging paycheck information If you want to purge paychecks at a later date, you can do this when you purge journal entries at the end of a period or as part of your company file maintenance. In the Purge Journal Entries window, deselect the Keep Paychecks option and purge journal entries as you normally would.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see ‘Show Me How new feature demonstration movies’ on page 3.

For more information about purging data or starting a new fiscal year, see your user guide or online help.

View prior year payroll reportsWhen you start a new fiscal year, you can now select an option to keep prior year paycheck information. This option also enables you to view saved payroll details in the following reports:

Payroll Register Summary

Payroll Register Detail

Accrual Balance Summary

Accrual Balance Detail.

For more information about viewing payroll information, see your user guide or online help.

1 0 N E W F E A T U R E S

Enhanced transaction editing

Previously, you could not edit vendor bill payments or customer payment transactions after they were recorded. You can now edit some fields in the Pay Bills and Receive Payments transaction windows—for example, you can change the account from which a payment was made.

You can now edit the following fields.

Before you can edit these transactions, make sure that:

the transaction can be edited. You can do this by deselecting the Transactions CAN'T be Changed; They Must Be Reversed option in the Security tab of the Preferences window.

the transaction is not recorded in a locked period. If it is, you can unlock the period by deselecting the Lock Period: Disallow Entries Prior To option in the Security tab of the Preferences window.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see ‘Show Me How new feature demonstration movies’ on page 3.

Transaction type Editable fields

Pay Bills • Account• Check #• Date• Memo

Receive Payments • Account• ID #• Date• Memo

N E W - L O O K W I N D O W S 1 1

New-look windows

All AccountEdge windows have been updated to improve navigation and appearance, and to speed up data entry.

You will notice the following changes.

The Card ID field has been removed from the Analyze Payables and Analyze Receivables windows to enable you to display large totals without truncating them.

You can now use Option+LeftArrow and Option+RightArrow to tab between command centers.

If you have set a Mac keyboard preference to move through windows by pressing TAB, you can now tab into the Task Drawer when it is open. See Mac Help for information about this preference.

You can access help in any window by clicking the new Help icon ( ), or Control+click in any window to view help options.

1 2 N E W F E A T U R E S

Enhanced list searching

You now have more options for searching list records. You can use filters to search your jobs and categories lists. You can then choose whether to identify results that start with or contain the search term you enter. These are the new filters you can use:

.

To search in these lists, select a Search by filter, choose how you want to identify the record (Contains or Starts With), enter a search term in the search field and then press TAB. The list displays only records that match your search criteria.

In addition to the jobs and categories lists, the Contains and Starts With options have been added to the cards, activities, items, locations, and recurring transactions lists.

To reset the list, click the reset icon ( ) in the search field.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see ‘Show Me How new feature demonstration movies’ on page 3.

List Search by filter

Jobs • Job Number• Job Name

• Linked Customer

Categories • Category ID • Category name

N E W F O R M A N D R E P O R T O P T I O N S 1 3

New form and report options

New form customization toolsThe form customization window has been updated with easier to use tools for adding and editing fields and elements on your forms.

If you want to edit any field on your form, click Format. The Format window opens. In this window, you can update the properties of any selected field and it will immediately update the appearance of the field on your form.

If you want to add a data field, click Fields. The new Add Fields window appears, listing all available data fields. You can then use the formatting palette to set the properties for each field.

The Add Fields window and Format window can be left open on your desktop while you work.

For more information about customizing forms using the new tools, see your userguide or online help.

1 4 N E W F E A T U R E S

Filter customer statements by statement dateYou can now prepare customer statements that include only invoices and transactions recorded up to a specified statement date. Previously, customer statements included all transactions recorded up to the current system date by default, regardless of the statement period specified.

To filter a customer statement by statement date

1 Go to the Sales command center and click Print/Email Statements. The Review Statements Before Delivery window appears.

2 Select the Only include invoices up to Statement Date option.

Note that this option can also be selected in the Advanced Filters window.

3 Enter a date in the Statement Date field.

4 Select the customers you want to send statements to and click Print (or Send Email).

Save more filter settings for customized reportsWhen you create or use a customized report, the Advanced Filters settings and Finishing settings you select are now saved, in addition to the Report Fields settings. Note that you will need to re-enter the report date range the next time you generate the report.

N E W S E C U R I T Y F E A T U R E S 1 5

New MYOB checks and forms

The MYOB software compatible checks and forms that are supplied with your software have been fully updated and improved. You will notice new item numbers and names for the forms when you use this version of your software. Note that you can still customize and print the forms as you have previously done. To find out more about MYOB software compatible checks and forms, call us at 800 878 3070, fax us at 800 261 1499 or visit the website at myobchecksandforms.com

New security features

Credit card numbers now kept more secureIf you have set up MYOB Business Services to process customer credit card payments, the credit card details of your customers are now even more secure.

When you enter a credit card number for a new payment, enter credit card payment details in a card, or when you view or edit the payment details of recorded payments, only the last group of card digits will be visible in the credit card number field. The full card number details cannot be viewed again.

You can still edit the credit card number, but it will remain partially hidden and you will need to enter the full card number to edit the details. Previously, you could view the full credit card details if you clicked back in the field.

These changes have been made to comply with the Payment Card Industry (PCI) Data Security Standard (DSS), which aims to minimize the potential for security breaches.

For more information about MYOB Business Services, see your user guide or online help.

1 6 N E W F E A T U R E S

Restrict access to employee information and the Undo Bank Reconciliation functionYou can now restrict user access to:

employee information, such as employee payroll and billing details, employee contact logs, and employee reports

the Undo Bank Reconciliation function.

The following example shows how to restrict user access to employee information.

Restrict access to all employee information If you want to prevent a user from viewing all employee information, you should also restrict their access to reports that contain employee information.

I M P O R T A N D E X P O R T E N H A N C E M E N T S 1 7

Import and export enhancements

The following changes have been made to the import and export functions in your MYOB software.

Automatch import dataWhen you import records, you can now automatically match imported data fields to fields in your MYOB software.

In the Import Data window, click Automatch. The import field names that exactly match the AccountEdge fields are automatically matched in the Matching Import Field column.

If there are any fields that remain unmatched, you can match them manually. To reset the window, click Unmatch All.

1 8 N E W F E A T U R E S

Enhanced Applescript commandsWe have enhanced our Applescript dictionary to allow users and developers to gain access to additional areas inside MYOB to make moving transactions and other data into and out of MYOB AccountEdge easier.

For more information, see online help.

Company Data Auditor enhancement

You can now view the location of your MYOB application and your company file.

In the Accounts command center, click Company Data Auditor. The Company File Overview window of Company Data Auditor appears.

A P P L E H A S C H A N G E D . M A C T O M O B I L E M E 1 9

The location of your MYOB application file appears in the Application Location field and the location of your company file appears in the File Location field.

If you want to navigate to the location in the Finder, click the magnifying glass ( ) next to the Application Location field or the File Location field.

Apple has changed .Mac to MobileMe

Apple has replaced .Mac with MobileMe. All tasks in AccountEdge that you could perform with .Mac, such as backing up, are now labeled MobileMe.

For more information about MobileMe, visit the Apple website at apple.com/mobileme

2 0 N E W F E A T U R E S

Updated online help

Online help has been updated to make searching for information faster and easier. To find online topics:

click a topic heading in the left side of the window. A list of topics grouped under this heading appears.

click Index at the top of the window. An index of topics appears.

enter a term in the search field and click Search. A list of topics that match your search appears. Click on a heading to open the topic.