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MYOB Hints 'n' Tips  

What can I use the contact log for?

The Contact Log (in conjunction with the TO DO List) is one of the most useful, but underrated parts of the MYOB system. To use the contact log efficiently you need to look at the TO DO List everyday. In the System Preferences, there is an option to display the contact log when the file opens. Logs are not deleted at the Start a New Year Process.

Chasing overdue payments

Create a contact log on the day that you rang the customer, if they said they will post a cheque today set the re contact date for 3 days time. On the to do list will be a reminder to re contact them, if you have received the cheque then you can remove it from the list, If you have not received the cheque then you can ring again and set a new contact date.

Recording Employment information

You can record when a pay rise is due for employees, set a date to warn that their trial period has expired, Record the date and information regarding warnings issued to them, birthday reminders, annual review reminders and much, much, more.

Contact database for Sales and Marketing

Set reminders for call dates, remember birthdays, childrens names, special deals etc

Set up personal cards

Record personal dates you would like to be reminded of.

The possibilities for the contact log are only limited by your imagination.

To enter a date you only need to enter the changes. For example: If the currently shown date is 13/5/05 and the date you want to enter is 14/5/05 you only need to type 14 and not 14/5/05. (Be careful with this when you are changing months and years.). If you press the space bar in the date field the calendar will appear.

No need to enter $ signs and commas

In $ fields there is no need to enter the $ sign, commas, or the decimal point if ending in 00

For example:
to enter $ 1230.00 just type  1230
to enter $ 1230.50 just type  1230.5
to enter $ 1230.55 just type  1230.55

Using the Ctrl key

Press and hold down the control (Ctrl) key then press the next key(i.e., Ctrl A). (If you have a MAC hold down the (Apple) key instead of the (Ctrl) key.)

Ctrl + A    Select All
Ctrl + B    Receive Payments
Ctrl + C    Copy
Ctrl + D    Receive Money
Ctrl + E    Enter Purchases
Ctrl + F    Cards Listing
Ctrl + G    Record Journal Entry
Ctrl + H    Spend Money
Ctrl + I    Index to reports
Ctrl + J    Enter Sales
Ctrl + K    Bank Register
Ctrl + L    Search Customers
Ctrl + M    Pay Bills
Ctrl + N    Create a new data file
Ctrl + O    Open a data file
Ctrl + P    Print
Ctrl + R    Recap Transactions
Ctrl + T    To Do List
Ctrl + V    Paste
Ctrl + X    Cut
Ctrl + Y    Find Transactions
Ctrl + Z    Undo

Ctrl + 1         Accounts
Ctrl + 2         Banking
Ctrl + 3         Sales
Ctrl + 4         Purchases
Ctrl + 5         Payroll
Ctrl + 6         Inventory
Ctrl + 7         Card
Ctrl + Enter   Accept
Ctrl + Tab     Change between windows

Other useful MYOB shortcut keys

ESC           Closes the current window
Tab             Next field
Shift Tab     Previous field
Enter          Next field (Address field = Next line)
Space Bar   Starts calculator in $ fields
Space Bar   Starts calendar in date fields

Tips on Customising Forms

Before you start customising sales invoices/ purchase orders, make sure you have the right kind of form selected for the type of sales/purchases you do. (Service, Item, Time Billing, Professional etc.). Decide if you want to show the prices as tax inclusive or exclusive and start with the appropriate form.

Go to the form properties and make sure that the paper is the correct size.
Change the default font and font size before you start.
If you are using a logo, resize the picture box before you import the picture.
MYOB V14/PREMIER V8 and above, supports bmp, jpeg, tif, gif and png.
Previous versions only support bmp.
Always save your form with a meaningful name.
Do not leave the name as the default MYOB name.
In MYOB V14/PREMIER V8 and above additional fields custom forms can be found in the first box in the toolbar at the top left of the customising screen. In previous versions you can copy and paste fields from other forms in the same category.
To select multiple fields hold the shift key down and click on fields
To move the fields use the arrow keys.
If you are having difficultly selecting a filed send the one in front of it to the back.
Use text field in you documents to enter things like marketing messages, banking details and company mottos etc.
Back up your forms folder to CD when you have finished creating your forms.

Detailed information regarding customising forms for MYOB version 14/Premier 8 and above can be found here.

Detailed information regarding customising forms for earlier versions can be found here.

How do I make a shortcut that directly opens my data file?

In this example,we are using MYOB version 15 and the data file is called XYZ.MYO.

Using Windows XP - on an empty area on your desktop, do a right click and select NEW - SHORTCUT. Click on the BROWSE button and go to where your data file is stored (in this example the C:\MYOB15 folder). Double click on your data file (in this example XYZ.MYO) and then click on the NEXT button. Give the shortcut a meaningful name and then click on the FINISH button. You should now have a new shortcut on your desktop. Do a right click on the newly created shortcut and select PROPERTIES. In the target line, click on the text and then press the HOME key (this is to make sure the cursor is at the start of the line) and then type

C:\MYOB15\MYOB.EXE<space>

so that the target line now reads

C:\MYOB15\MYOB.EXE C:\MYOB15\XYZ.MYO

Click on the OK button to accept these changes.

Double clicking the shortcut should now start MYOB and automatically open your data file.

Please note that MYOB Version 14 and earlier, data files end in .DAT, not .MYO.

Why should I do backups?

This is one of the most often asked questions and the answer is most obvious. Your MYOB data file contains all your business records - imagine having to re-enter all the data that you have already entered. It only takes a few minutes to back up and it could save you days and days of work. Backups are like insurance for your business information. There are many back up mediums available; floppy disk, CD, DVD, flash drive, zip disks, external hard drives and more. These have become much larger and much more affordable - there really is no reason not to do backups.

How frequently  should I back up?

Every time you enter data into your MYOB file you should back up. If you think that is too often then the frequency should be based on how quickly you would be able to re-enter data if something happens to your data file.

There are two ways you can back up your data file.

1. Copy your data  file and save it to a CD, DVD, external hard drive or, if your file is not  too big, a USB Flash drive or a Zip drive. These are my  preferred methods as you don’t need to restore your data before being able to directly access individual files.

2. When you exit MYOB  it gives you the option to backup - simply say "Yes" and backup to whatever  medium you choose. The downside to doing a backup (as opposed to copying files) is  that if you need to use information from  your backup you will have to restore the file as MYOB backups are compressed into a ZIP file and have to be uncompressed before the files can be directly read.

How to backup your file in a zip format

When you exit MYOB it gives you the option to backup. If it doesn't, go the FILE menu in MYOB and select BACKUP. The Company File Backup dialog box will appear. Select which options you want; I recommend that you back up all data and check the file for errors. Click on Continue. Your file will then be "zipped". Another box will appear - this is where you choose your destination drive. Using the Save In field drop down arrow, select the destination drive for your backed up data.  

By default MYOB will use the system date to name the backup file.  You can change this by placing your cursor in the File Name field, deleting the default name and typing in whatever you want to call the file. Click on Save. You should then copy the backup file to another media (CD, DVD, Flash etc.) If this is a CD or DVD you will then need to burn the file onto the CD or DVD.

These instructions are only very basic and if you would like more detailed instructions, click here.

How do I restore my zipped backup?

For a detailed explanation on how to restore ZIP backups,

click here

Should I backup or copy files?

Creating a backup or copying files to another device achieves the same purpose - our data is in another place, as well as on our C: drive. Both methods have advantages and disadvantages. Backups are convenient because all of the files  and compressed into just one large file. Their biggest disadvantage is also that they are just one large file, and the files that make up the ZIP backup are not immediately accessible. Copying files means that each of the individual files you have copied are immediately accessible. The disadvantage is that you are dealing with a larger number of files, but if you copy entire folders, this task is simplified.

What MYOB files and folder should I backup?

The most important file to backup is your data file. You should also backup any customised forms, templates and letters, along with any historical BAS/IAS data.

When you installed MYOB, it creates a folder on your C: drive called MYOBX (where X is the version number that you are installing). For example, MYOB version 15 is installed in a folder called C:\MYOB15. Your data file is in this folder. Inside this folder are further folders. The main folders you should backup are the SPREDSHT, TEMPLATE, BASLINK, CUSTOM, LETTERS and FORMS folders.

Internet Hints 'n' Tips

Not another piece of security software!

Sort of, an Intruder Detection System (IDS) is designed to complement your existing security software, not replace part of it. An IDS monitors those parts of a system where virus, trojans and other bad stuff are going to attempt to install themselves.

Whereas a virus checker or a spyware checker goes into action if a virus or trojan goes "active", the purpose of an IDS is to prevent it getting installed in the first place.If they are set to ask (as opposed to blocking all changes automatically), whenever any thing tries to write to the areas that the IDS is protecting, it will display a small window asking whether or not to allow the action to take place.

There are several new and exciting IDS's being released. They are well worth looking into.

Arovax Shield
Cyberhawk

Yes with an "if" - No with a "but". My personal opinion is to semi-automate the process. In the Microsoft Update centre, you can select to download a list of the patches your system doesn't have installed, and then review this list and manually select the patches to install. You should be aware that some updates can affect the way your software and/or PC operates. It's a good idea to wait a few days after a patch has been released and check out an IT news site (e.g. www.wired.com) to see if there are any adverse reports about the patch.

With the widespread adoption of broadband internet , the risks associated with the internet have increased accordingly. Before anything else, you should make certain that your internet connected PCs have an up-to-date virus checker, an up-to-date spyware checker and a properly configured firewall. The importance of keeping the virus checker and the spyware checker up to date cannot be stressed highly enough. The security software manufacturers can only ever play "catch up" with the virus and spyware authors.

In general terms, a firewall is piece of software (or hardware) that sits in between you and the internet. It monitors what is going in and out of your PC and blocks suspicious or malicious traffic. Just as the firewall in your car sits in between you and the bits under the bonnet that could hurt you, so does your internet  firewall sit between you and the internet. There are numerous firewalls available, some you pay for, some are free. Links to some of the best free firewalls are listed below. These links will open in a new browser window. When you're finished, shut down the new window and we'll be here waiting for you.

Comodo Internet Security
Zone Alarm

A virus checker is several pieces of software that run on your PC to stop viruses and malicious software getting onto your PC. A good virus checker will monitor the software running on your PC and check the contents of your email as they are received but before they go into your email inbox. A good virus checker will be able to update itself automatically over the internet and most have updates available several times a week. It is vital that you keep your virus checker up to date. If it's not up to date, then you're not protected from the latest viruses. There are numerous virus checkers available, most you pay for, some are free. Links to some of the best free virus checkers are listed below. These links will open in a new browser window. When you're finished, shut down the new window and we'll be here waiting for you.

Comodo Internet Security
Grisoft AVG
Avast 4 Home Edition
AntiVir Classic Edition

Spyware is the latest scourge of the internet. It is malicious software that installs itself on your PC (generally without your knowledge or permission) and modifies the behaviour of your browser and/or records your internet activity and sends this information to the author of the spyware. Usually spyware has either of two main purposes; 1) a means of delivering ads (also known as pop-ups) to your PC, whether you want them or not, or 2) a means of tracking your internet usage, building a profile of your surfing behaviour and sending this information "home" (usually to a marketing or advertising company). Spyware can be installed by installing "free" software off the web (the spyware is included in the "free" software), this is how some "free" software remains "free". As in the real world - there's no such thing as a free lunch! "Free" software is just one of many ways that spyware can end up on your PC, but regardless of the means of delivery, spyware is intrusive, malicious and unrequested. Have you ever started your browser and found that your home page has been changed to something else? This is known as a browser hijack and is one of the common symptoms of some varieties of spyware.

You should be particularly careful of unrequested ads telling you that you have spyware on your PC and you should follow their advice and download their spyware checker! Yeah, right!

There are numerous spyware checkers available, some you pay for, some are free. Links to some of the best free spyware checkers are listed below. These links will open in a new browser window. When you're finished, shut down the new window and we'll be here waiting for you.

Arovax Antipsyware
AdAware
Spybot Search and Destroy

Just like wine, the best one is the one you like the best. All Windows PCs have Internet Explorer installed, but there is nothing to prevent you using another browser. While there are many browsers you have to pay to use, there are several excellent free browsers available. Links to some of the best free internet browsers are listed below. These links will open in a new browser window. When you're finished, shut down the new window and we'll be here waiting for you.

Firefox
Opera

In theory - yes, but in practice - no. Putting copyright and legal issues aside, music sharing applications (like Kazaa, EDonkey, eMule, BearShare, Lime Wire, Music City, WinMX etc.) are a prime method of spyware and trojans infecting your PC. When the music sharing applications are installed, they usually install other malicious programs whether you want them or not. Including these other applications is how the music sharing programs are able to be provided "free". These other applications can serve up ads, use your PC to send spam or track your internet usage. These applications can seriously affect the overall operating speed of your PC, they can drastically alter the way your internet browser operates and they can use a large part of your internet bandwidth.

PC Hints 'n' Tips  

The simplest method is to enable WEP security on your wireless router. This involves you entering a 10 digit string in the routers configuration and then entering that same 10 digit string into the ADVANCED properties of each wireless network adaptor that you want to connect to the wireless router. Make sure that the router does not "push" the security key to connecting PCs, rather it should sit and wait until each connecting PC sends the security key. Usually this is a setting on the network adaptors properties called "This key is provided automatically". Ensure that this setting is NOT selected, otherwise both the router and the PCs will sit there patiently waiting for a security key to be sent to them.

There is a lot more you can do to ensure that your wireless LAN is secured, but this method will prevent casual, "drive-by" users attaching to your network.

The next best method is to enter the MAC address (Media Access Control - every network adaptor ever made has a unique MAC address!) of each of your wireless network adaptors into the routers configuration and set it to only allow connections from these MAC addresses.

To set up a simple, two PC wireless network, all you need is 2 PCs, a wireless router and two wireless network adaptors. If you use USB wireless adaptors, you don't even need to open up the PCs. Install the USB network drivers and then plug in the USB network adaptors. The router will then need to be connected to power and configured for your network (This may sound daunting if you've never done it before, but it's really not that hard.). Configure the network adaptors to suit the router configuration, enable security on the router and on the connections to it, and you are all but done.

Although I have specifically mentioned USB wireless network adaptors, PCI and PCMCIA (PCCard) wireless adaptors are just as good.

Wireless networks are much, much easier to set up and are ideal for homes and small businesses. A conventional wired network requires CAT5/6 cable to connect the various PCs and components of the network. Wireless networks allow you to place the PCs and components where you want them, rather than just where you can get the cables to reach (within wireless transmission range, of course). If everything goes according to plan, a simple wireless network can be set up in an hour or two. With a cabled network, on the other hand, it could take days to install the cabling for a comparably sized network. Cabled is quicker, certainly, but wireless is more convenient, more flexible and far simpler.

Over time, the files on your hard drive get scattered around. The more scattered they become, the longer they take to load. On a regular basis (say, once a month) you should defragment your hard drive. This can be done by clicking on START - PROGRAMS - ACCESSORIES - SYSTEM TOOLS and then selecting DISK DEFRAGMENTER. Once it has opened, click on the DEFRAGMENT button and go and make a cup of coffee or tea. This can take up to an hour to run the first time you do this, but it is much quicker on subsequent occasions.

Occasionally, a hard drive will develop errors - some are serious some are not so serious. Either way, you should immediately run ScanDisk by double clicking on MY COMPUTER. Do a right click on the hard drive icon and select PROPERTIES. In the PROPERTIES windows, click on the TOOLS tab and click on the CHECK NOW button under the heading ERROR CHECKING. Make sure you select both options and click START.

Most simple PC maintenance is simply common sense. Make sure that your virus checker and spyware checker are kept up to date and perform regular, scheduled scans of your PC. About once a year open up the case of your PC and remove any obvious dust build up. Pay particular attention to any build up of dust around the fans on the CPU and the video card. Also, check that the air intake and outlet vents on the power supply aren't clogged.

As long as you are careful and take some simple precautions, there's no reason why you shouldn't get at least familiar with the insides of your PC.

IF YOU ARE AT ALL UNCOMFORTABLE ABOUT FIDDLING AROUND INSIDE YOUR PC - STOP!

The most important precaution is to NEVER work inside the case of your PC when the power is on. If you are going to go exploring, make sure that the power to your PC is switched off at the wall but don't unplug the power lead. This may sound strange but leaving the power lead connected but turned off ensures that there is a solid connection to earth. When working inside the case of your PC, ALWAYS make sure that you ground yourself on the chassis of the case before touching any components. Ideally, you would use a conductive wrist strap to connect yourself to the chassis.