MYOB PROCEDURE MANUAL

STEPS FOR ENTERING A QUOTE INTO MYOB AFTER SUPPLIER HAS BEEN CHOSEN

Once quotes have come back from Suppliers and you have chosen your Supplier go into MYOB and do the following:

• Open Breed MYOB File. • Go to MYOB Command Centre and click on Sales.

• Click on Enter Sales and the screen.

• The following window will appear.

• In the top left hand corner you will see Invoice. Click on the Arrow next to it and change to a Quote as below.

• Enter the Customers details, Date, Description, Acct #, Amount (Sell Price) as below.

• If emailing quote straight to the client click on the Send To button.

• The following screen should appear.

• In this window you select client from the drop down arrow on the right only if it does not appear automatically.

• Type in email address if not already there. • Change subject line if needed. • Insert message if standard one is not required.

• Select Breed Form from the drop down arrow on the right. • Click on send.

IF PRINTING • If printing Click on Print and select Breed Form from list and click on Print.

• A message may appear as below.

• Click Print Anyway. • Select your printer and print.

ONCE QUOTE HAS BEEN ACCEPTED BY CLIENT

• Change the Quote to Order by going back into the Sales Register as below to find the clients

Quote.

• Click on the Quote Tab to find client.

• Now change the Quote to an Order by clicking on the Order button and it should now look the

same as below.

• Enter Client Purchase Order # and the next available Breed Job No. into this Order as below.

Then click on Record.

TO PLACE A PURCHASE ORDER WITH SUPPLIER

• To place an order with a Supplier bring up the Clients Order by going back into the Sales

Register as below.

• When you click on Sales Register the following window will appear.

• Click on Order Tab.

• You will see all open orders in the system as below.

• You should see your order, if you don’t you may need to change the date range. • Click on the small white arrow in the date column to open the order.

• Now you need to Create PO to send to the Supplier by clicking on the Create PO along the

bottom of the order form.

• The following window will appear. Note how the heading in the top left hand corner now has

Purchase – New Professional and not Sales – Edit Professional.

• Enter Supplier details from Quote you received earlier name, date, amount etc.

• You can email to Supplier from this window.

• Make sure you select the correct Breed PO form. Click Send. • This will automatically record the new Purchase Order

ONCE THE GOODS HAVE BEEN RECEIVED FROM

SUPPLIER

• Once you order has come back from the Supplier, go back into the PO by clicking on the

Purchase Register in the Command Centre as below.

• The following window will appear. • Click on the Orders tab.

• Click on the white arrow next to it to open the Order.

• Check that the invoice received is correct, matches the Purchase Order and the price is the same as the original quote received.

• Now change the order to a bill (invoice from supplier) by clicking on the Bill button down the bottom of the form.

• It will look the same as below, enter the Supplier Invoice# & click record. This is now ready

for Accounts to pay.

TURNING THE CLIENT ORDER INTO AN INVOICE TO SEND

• Go back into the Sales Register and find the Order placed from your client.

• Click on the Order Tab and find Clients order as below.

• Now open Order by clicking on the white arrow.

• Change Order to Sale by clicking on Invoice.

• From here you can email directly to client and you will receive a message stating that it will

be recorded before it is sent.

• Make sure you select the right Breed Invoice Form as below.

• Click Send. The Sale has now been recorded ready for Accounts to Receive Payment.