How do I customise my forms?

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1 Customising Forms Number: 1470 This support note is suitable for: Accounting Accounting Plus Premier AccountEdge BusinessBasics FirstEdge Premier Enterprise One of the great features of MYOB software is that it allows you to customise the look of your invoices, purchase orders, cheques, and mailing labels. If you have used drawing or paint programs before, you should find customising these forms quite easy. If you haven't, this support note will help you achieve the look you want from your forms How do I customise my forms? To make customising easier for you, it is recommended that you increase the screen resolution of your monitor to 800 x600 or higher by using the Control Panels. You should check to see that your monitor can handle a higher resolution before attempting to do so. When following this support note, we recommend that you open the Clearwater sample file provided with your program and follow these steps. Firstly we will look at the Customisation window for invoices. Step 1 - Go to the Sales Module in the command centre, and click on Print Invoices. You can customise other forms, e.g. cheques and purchase orders by going to their command centre, and entering the Print window. For example, click Print Cheques in the Banking command centre to customise cheques. Step 2 - Click on the Form Layout and change it to Item. You can change the other invoice formats simply be selecting the appropriate Form Layout. Step 3 - Select MYOB's Plain Paper Invoice as the Selected Form for Sale Once you have customised your form, it will appear as the default selection.

2 Step 4 - Click Customise and the following screen will appear What are the features of the Customisation window and various terms used? Name Example Description Data Field Text Fields [Company Name] Bill To: Data fields appear with square brackets around the name of the field. MYOB will automatically insert the correct information into these fields when printed e.g. it will replace Company Name with Clearwater Pty Ltd. You cannot create new data fields and in most cases you cannot delete them, BUT you can make them inactive i.e. not printable. Text fields are those without the square brackets around them. They are normally headings or text that will appear on all invoices. You can create new text fields and

3 delete them. Active Fields Inactive Fields Buttons Buttons Buttons Buttons Buttons The Page Edge The Arrow The 'A' The Picture Frame The Rectangle The Cross Save Form Save Form As OK Cancel Preview Fields that WILL print. They are normally in a bolder text than inactive fields. Fields that will NOT print, even though they are still on screen. They appear as grey text. Using the toolbox you can add new items to your invoice Use this to select a particular field or move fields Create a text field. Simply click this icon, click on the screen where you want the text to appear, and then double click the new text field to edit it. Add a logo or a graphic to your form. Simply click the icon, click on the screen where you want the graphic to appear and then double click the new field that appears. Create a box or a rectangle by selecting this icon Create a horizontal or vertical line by selecting the icon. Selecting this button allows you to replace the previous customisation of this form with the new changes. Note: the default MYOB templates cannot be replaced (e.g. Plain Paper Invoice) and you will be required to save the customisation with a new name. Selecting this button allows you to save the customisation as a new form without affecting the original. Accepts the changes made and closes the window. Ignore all changes made to the form, and close the window. Allows you to view the customisation as it will be printed. Use the magnifying glass buttons on the left to zoom in or zoom out. Remember that the data fields will be replaced with actual data once the invoice is printed. This appears as the thick black line to the right and bottom of the customisation window. In the screenshot above, it appears at 21 centimetres on the horizontal ruler. Any fields placed outside of the thick black lines will not print. You will also see some

4 The Menu FORMS menu fields that are there by default. These can be used in your form by dragging them to the left of the black line and making them active. The Forms menu appears on the top menu bar only when you are in the customisation window. You should use this menu to change the paper size of the form. Working with layers of fields and switching between cheque stub layouts when customising cheque forms. What is in the Forms Menu? This is an important menu. This menu only appears when you are in the Customisation window. The different features in this menu are described below. 1. Forms Info Use this option when you want to: Change the Paper Size Change the Margins Change the size of the form on the page Change the number of forms that will appear per page

5 # of Sales per page Select how many invoices you want to print per page. If you select more than one, you will need to change the Form Size to correctly print multiple invoices per page. For example if you need to print two invoices per A4 page, you would select 2 as the # of sales per page and change the Form Size to cm in height and cm in width. This will then fit two invoices on the one A4 page. Paper Select the correct paper size from the drop down list. This list should cover all standard paper sizes available in Australia. If your paper size does not appear on the list, you may encounter problems with printing. You should select the paper size closest to the one you are using, or if possible, change the stationery you are using. Remember to also select the correct paper size in the Print Setup found in the File menu. If the paper size you select in the Forms Info window does not match the Print Setup window, you will receive a warning before printing, but you can still print the form if you want. Margins Adjusts the printable area on the form. If you need to adjust the form's margins to match your printer or stationery margins, change the settings here. Form Size This is the size of one form. If the size of one invoice is not the

6 same as the paper size, this should be adjusted to match the actual invoice size. 2. Hide Inactive Fields To make your screen look tidier while customising, you can "hide" any fields that are inactive or that you have selected not to print. To show these fields on screen again, select Show Inactive Fields from the Forms menu. 3. Send to Back/Bring to Front In the customisation window, you can place fields or boxes on top of other fields. When you want to select a field that is below another, use the Send to Back option to move the topmost field to the back, therefore allowing you to select the other field. The field you want to send back or bring to front must be highlighted/selected before selecting the option in the Forms menu. 4. Change Fonts If you need to change the fonts for all the fields in the invoice, click Select All in the Edit menu, then click Change Fonts in the Forms menu. You will then be able to change the font type and size. An alternative, if you want to change just a few fields, keep the SHIFT key on your keyboard down, and with the mouse, select the fields you want to change. By keeping the shift key down, you can select more than one field at once. Field Properties Double click the field using your mouse. The following window will appear, but may differ depending on the type of field selected i.e. Data field, Text Field etc. Data Field:

7 Text Field:

8 Text: enter the text you want to appear in the text box here. Field Location: shows the exact location of the field on the page. Field Size: shows the exact size of the field. Field is Active: (or the Status options in Macintosh versions) shows whether the field is Active (will print) or Inactive (will not print). Frequently Asked Questions How do I delete fields that I don't want to print? If there are fields that are printing and you don't need, highlight the field by clicking the field ONCE using the mouse, and pressing DELETE on your keyboard. Alternatively, double click the particular field and make the field Inactive. If you have made a field inactive and you now want it to print, double click it and select it as Active. A third alternative, and possibly the best, is to move the fields to the right hand side of the customisation window so that it is off the page. How do I move a field? When you click and keep down the mouse cursor on a field, the cursor changes to a hand icon. You can now move the field. Note: In Windows versions, if you move the field too far in one go, the field will return to its original position, you should move it a small amount at a time. Alternatively, double click the field you want to move and type in the Field Location co-ordinates. How do I resize a field? You can resize a text or data field by clicking the field once so that it is highlighted. Position the cursor of the mouse on the small dot that appears in the bottom right hand corner of the field, and drag it to the desired size. Alternatively, double click the field and change the Field Size manually. How do I insert my logo?

9 See Support Note 1455 Graphics in Forms for important information. I can see the field on screen but it doesn't print. Double click the field and select the Field is Active check box. In Macintosh versions, change the status of the field to active. I can see the field, but when I double click it, something else comes up. Click on the area where the field is placed. Go to the Forms menu and select Send to Back. You should now be able to select the field. How do I customise the stub layout (bottom half) of the different cheques? When you go to Print Cheques and click Customise, the screen defaults to the Cheque Layout. Use the Forms menu at the top menu bar to select either: Cheque Layout to customise the layout of the actual cheque. Stub Layout (Regular) to customise the stub for cheques entered through the Spend Money window. Stub Layout (Payable) to customise the stub for cheques entered through the Pay Bills window (FirstAccounts: Supplier Payments). Stub Layout (Refund) to customise the stub for cheques entered through the Settle Returns and Credits window. Stub Layout (Paycheque) to customise the stub for cheques entered through the Pay Employees window.</li?< ul> When I print the cheque for a supplier, I can only see some of the purchases I have paid with that cheque in the remittance section. Why? MYOB can only print one page in total for the cheque and associated remittance. You can try extending the columns in the customisation window so that more can fit on the page (You may need to delete the fields in the duplicate remittance that appears first to make room for the columns). An alternative solution is to run a

10 report to send to the Supplier detailing purchases paid on their remittance. Please see support note number 0705 Supplier Cheque Remittances. Why doesn't my Item number appear in the Item purchase order I just printed? See Support Note 0700 Printing Item Numbers on Purchase Orders for an explanation of the cause and resolution. Where are customised forms saved? Customised forms are saved in a folder called Forms inside your MYOB installation folder. On Windows computers, the file is saved with an extension of.frm (e.g. IINV0110). On Macintosh computers, an extension is not required. If you are using MYOB Premier or have multiple licences for AccountEdge, the customised form must be saved on each computer that is required to use the customised form. Customised forms cannot be transferred between Windows and Macintosh computers.