Subtitles of the Movie

A very common task in MYOB is locating transactions, transactions that you've completed in the past and put away but now you need to find again. These can be anything: sales, purchases, customer and supplier payments, quotes, orders, bank transactions, and a lot more. Thankfully we have a few different tools to find these, and each one is suited to finding certain types of transactions. We'll start with the most obvious one, the Find Transactions window, and this is accessible from all of the Command Centres in the form of a button and a drop-down menu here. This is the most full-featured of them all and it will locate just about any transaction for you. When you open the Find Transactions window you can see a row of eight tabs along the top, and these correspond to the eight options in the drop-down menu just to the side of the button here. By using these you can go straight to one particular tab. The nature of searches using the Find Transaction window is that you search for something particular and because of this you need to know what it is that you're searching for. For example, if I need to locate an invoice and I know the invoice number I'll go to the Invoice tab and I'll enter the Invoice number in the field at the top. If I don't know the number I can look through the List by clicking the button at the right of this field. Or, especially if I know or at least have an idea of the Transaction date, I can change the Search By parameter here to All Invoices, and then enter a Date Range. In the List below you can see all kinds of information to help you find the invoice that you're looking for. And in this window to open the invoice all you have to do is single-click the entry. You don't have to double-click it. I'll single-click here and it opens. If you really want to narrow your search down further, click the Advanced button at the top right and you can search by a number of different things including an Invoice Amount Range, and even the Invoice Memo. And each one of these tabs works in the same way. You can search by Account, Card, Item, Bill, and so on. OK, I'll close this a move on. The next Search Tool I'm going to cover is the Transaction Journal. This is another very common one and it's available from every Command Centre except the Card File Command Centre. The Transaction Journal window groups all of your accounting entries into six journals: General, Disbursements, Receipts, Sales, Purchases, and Inventory. It will also display everything in one window if you like. By the end of this course you'll know what all of these journals are so for now I'm just going to show you how the window works. So let's look at the Sales Journal. This displays all sales within the date and ID ranges that we select. So I'll change the date here and below you can see all of the sales and indented within them you can see all of the transactions associated with a particular sale. It can be quite handy to see a breakdown of what actually happened behind the scenes in each one of these sales. And finally, you can go straight to the original transaction by single-clicking it, or clicking the zoom arrow at the left. The rest of the journals work in a somewhat similar fashion, so let's keep moving. The four remaining Search Tools are called Registers, and they each correspond to one of four Command Centres. They are: Bank Register, Sales Register, Purchases Register, and Items Register. The Sales, Purchases, and Items Registers all work in a similar fashion so we'll look at one of these now and then we'll cover the Bank Register last. Open the Sales Register and again, we can see tabs that divide all sales into categories: Quotes, Orders, Open Invoices, Returns and Credits, and Closed Invoices. Once again, by the time you finish this course you'll understand what each of these categories mean, so for now let's simply look at the All Sales tab. I'll change this date again so that we can see a few more entries, and here we have a list of all sales in our Company File that happened during the Date Range that I've selected here. Now these are ordered by date. If you only want to view sales to one customer simply change this to Customer and then enter the Customer at the top right. Once again, click the Zoom arrow at the left, or double-click this time on the entry to pull up the actual sale. And that's pretty much it for these three Registers. They're just about all the same. The only one left is the Bank Register which is a little bit more complicated. We can find that in the Banking Command Centre. The Bank Register is really a multi-purpose tool and for that reason we're only going to be covering part of it. The top half is a search tool and the bottom half is used for creating new transactions, so concentrating on the top half we use the Bank Register to locate transactions to and from bank accounts. Enter the account that you want to search within at the top or click the button and select one from the List. Then choose a Date Range, just below. Again I'll change this back to 2008 and now we can see some bank transactions. The transactions are listed in the middle of the window in chronological order. As per usual, to view a particular transaction, double-click it or use the Zoom arrow. And that's it for finding transactions in MYOB. As you can see we have quite a few ways to locate transactions and once you get used to the tools finding any transaction should become relatively easy. Spend some time using these tools with the Sample File included with the MYOB software and then move on to the next lesson.