Ledger, Rutledge & Walker - Chartered Accountants

Providing us with a copy of your datafiles
Viewing GST tax codes
Printing reports
Checking & compacting your datafiles

We have found that the easiest way for you to send us a copy of your MYOB datafile
is to do a “Backup” and burn it to CD Rom.

Please DO NOT email a backup datafile to us unless it is less than 1MB (1,000KB).

Otherwise, you can do a “Backup” to floppy disk as follows:

Firstly, obtain 3 new disks or re-format 3 used disks (just deleting the files on the disk is not sufficient)
Then open your MYOB data file.

From the "file" menu select "Backup", then select "with checking for errors", then select continue
This housekeeping process will verify your data files does not have any data errors
You will then see the Backup file window, remember to select the "A" drive otherwise the backup will be saved on your hard drive and then select OK to continue and follow the prompts on the screen

If you want to check whether the backup has worked then

From the "file" menu select "Open", then select the "A" drive and change files types from "MYOB data" to "ALL files"
You should see the backup filename in the display window
Select this datafile name
Then select OK to restore this file but remember to select the "C" drive as the save to drive otherwise the file will try to save it back to your floppy disk

If the MYOB file opens OK then the backup has worked and the disk is OK to send to us

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Viewing GST tax codes in MYOB

To see a list of your tax codes from the "setup" menu select "tax codes list"

GST: use this code for all your normal GST income and expenses

FRE: use this code where there is no GST added to the income or expense

N-T: use this code for transactions where GST does not apply, such as loan repayments, drawings, private expenses, transfers, wages, quarterly GST/PAYG payment etc

NOTE: all transactions should be given a tax code

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Printing reports in MYOB

Print out these reports using the relevant date range and review all transaction to ensure they have the correct tax code

To obtain your instalment income figure, print out a Profit & Loss report for the relevant date range.

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Checking & compacting your MYOB datafiles

MYOB allows you to check how your datafile has been saved to the hard drive. It can also compact your datafile so that it takes one less disk when you do a backup.

This is how it is done:

From the Windows START Menu select "program file", then "MYOB" then "MYOB Optimiser"

This job should be done every few months.

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Ledger Rutledge & Walker Pty Ltd 42 Thesiger Court, Deakin, ACT PO Box 308 Deakin West 2600
Ph: 02 6295 7110 Fax: 02 6239 6854
Email: info@lrw.com.au