MYOB Accounting Plus 18 Tutorials
MYOB Basics / Custom Lists / Fields & Identifiers
Subtitles of the Movie (MYOB Accounting Plus 18 / MYOB Basics / Custom Lists / Fields & Identifiers)
In this lesson we're going to cover Custom Lists, Fields, and Identifiers. Every business is unique and you may want to organise something that's not covered in MYOB already. Well, MYOB gives us the ability to use three Custom Lists in each of these categories. In the example I'm going to give you let's choose Items. As I mentioned, we can use three Custom Lists in each of the categories. We can also use three Custom Fields which I'll cover in a moment. Say, for example, you're a retailer and you keep seasonal stock. You might have a collection of items for Christmas, another for Mother's Day and so on. As a holiday approaches you may want to check your stock levels to make sure you're going to have enough. Custom Lists can make this easy. Let's make a List under Items called Holiday. Click OK and now go to Lists, Custom Lists, and Items. Here in the Custom List drop-down we can see our List. Now we need some entries in the List. To add them hit the New button and give it a name. We'll call this one Easter and now it's in the List. Let's add another one and we'll call this one Mother's Day, and now that's in the List. Now we have two of them and that's all I'm going to use for this example. Now that our List is set up let's go to the Item List, select an Item and in this case I'm using Cooler-Large, and double-click it to Edit. Under the Item Details tab we can see at the bottom our Custom List name Holiday. Click the button to open that and there are our two entries. Select Mother's Day, hit Use Entry, and now the item Cooler-Large has been assigned to the Mother's Day Holiday. Now we can run a report to see how many items we have on hand that are assigned to the Mother's Day Holiday. We're going to cover Reports later on in this course so at this time I'm going to do this quickly. Choose Reports, and Index to Reports. Select the Inventory tab and Items List Summary, and hit the Customise button. First off you can see our Custom List Holiday next to this Field. Set this to Mother's Day and hit Use Entry, and at the bottom right under Include Items, set this to Only Inventoried. This will ensure that we only see items currently in stock. Under the Report Fields tab, locate our Custom Field Holiday and click next to it to give it a tick. It's now over on the right side in Selected Fields. Now hit the Display button and in the resulting report we can see that we have six units on hand of all items that are in the Mother's Day List. Of course, there's only one item in there so we're only seeing one. If we had assigned more items to Mother's Day we would see them all here. So, I'm sure you can see that Custom Lists can be very useful if you need them. Now what about these Custom Fields? Well, we can use them to record specific information about an entry that isn't already covered by MYOB. For example, the weight of an item. If you ship orders by courier or post, you'll probably be interested in how heavy they are. To record this, return to Lists, Custom List, and Field Names, and select Items again. With a name of Custom Field 1 let's enter Weight. Hit OK and return to the Item List and find an item, in this case I'll use the Cooler-Large again, go to the Item Details tab and now we can see our Weight Field. Let's drop in 1.5 kilograms and now any sales or warehouse staff will be able to quickly find out this item's weight. Let's finish this lesson by looking at Identifiers. These are single-lettered labels and we use them if we want to identify an entry as part of a particular group. For example, say some of your contacts are non-profit organizations. For this you could use the letter N and you can type Non-Profit in here. Hit OK. Now, if we go back to our Customer List we can set a Customer as Non-Profit. Double-click the Customer, go to the Card Details tab and click the Identifiers button here. Here's our letter N for Non-Profit, so select that and hit OK. Now in the Identifiers Field you can see the letter N. If we now want to see a report that shows us the activity of all of our Non-Profit Customers only, or how many there are, we can run one just like we did before. As you can probably see, these Custom Lists, Fields, and Identifiers make MYOB very flexible. How you use them yourself is completely up to you. And that brings us to the end of this lesson, so let's move on to the next one.
Tutorial Information
| Course: | MYOB Accounting Plus 18 |
| Author: | Rick Martin |
| SKU: | 34040 |
| ISBN: | 1-935320-75-0 |
| Release Date: | 2009-09-25 |
| Duration: | 9 hrs / 130 lessons |
| Work Files: |
Yes |
| Captions: | No |
| Compatibility: |
Vista/XP/2000, OS X, Linux QuickTime 7, Flash 8 |
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