Other POS Functions for MYOB Accounting Interface

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Other POS Functions for MYOB Accounting Interface

Depending on the POS functions you use in Idealpos, you may need to set other functions including Paid Out, Received on Account and Freight and Admin Fees to work correctly with MYOB.

Paid Out

The Paid Out function can be used to:

Take money out of the cash drawer to purchase goods.
To pay TIPS out of the cash drawer.
If you were using this function for purchasing goods (E.G. buying milk), then you would also use the Received on Account function to reimburse the cash drawer’s money.
Paid Out could also be used for TIPS OUT. Tips would enter into POS using a Received on Account function (TIPS IN) and paid out using TIPS OUT (paid out function).

Received On Account

The Received on Account function can be used to:

Reimburse the cash drawer after making a purchase.
To record Tips received from customers. Tips-In could be cash tips or credit card tips.
Gift Voucher Sale – You receive money for customers who purchase a gift voucher.
You can create up to 4 Paid Out functions and 4 Received on Account functions within Idealpos. To change the description of these functions go to Setup > Functions.

Admin and Freight Fees

Admin and Freight fees are sometimes recorded separately on your Supplier Invoices. You can send these across separately to MYOB using Purchase Categories. After the Purchase Categories is created, you can set them as your default Purchase Categories. Go to Setup > Global Options > Purchases.

Tax Rates for MYOB Accounting Interface

To set the Tax Rate and Tax Labels go to Setup > Global Options > Sales.

Set the Label description for GST to ‘GST’ and GST FREE to ‘FRE’. These Labels must match the tax code in MYOB.

NETT Sales Calculation in Idealpos

When a sale is made, you can apply various types of discounts and surcharges; and when using customer loyalty, you are able to purchase goods with your accumulated loyalty points. These discounts, surcharges and point redemptions are subtracted or added from the Gross Sales to produce the NETT Sales.

Idealpos sends the NETT Sales to MYOB. GST and GST Free sales are separated.

Note!

Discounts, Surcharges and Point Redemptions affect NETT Sales.

ALL Sales Reports will match Financial Report NETT Sales Total

Stock Items Sales Total balance with Financial Report

Linked GL Accounts in Idealpos

In the table below, is an example of how General Ledger Accounts are linked to Idealpos. Please seek professional advice from your Accountant or Bookkeeper to help you choose the correct GL Account to link to the POS Functions.

	POS Function	MYOB Account Type	MYOB Account Code	Description
Cash	Tender	Asset	1-1180	Un-deposited Funds
Points	Tender	N/A		Point Redemptions are not sent to MYOB.
MasterCard	Tender	Asset	1-1188	EFTPOS
Amex	Tender	Asset	1-1189	American Express
Diners	Tender	Asset	1-1160	Diners
EFTPOS	Tender	Asset	1-1188	EFTPOS
Account	Tender	Asset	1-1200	Trade Debtors
Lay-By	Tender	Liability	2-1800	Lay-By
Gift Voucher	Tender	Liability	2-1700	Gift Voucher
Food	Sales Category	Income	4-1100	Sales, Food
Beverage	Sales Category	Income	4-1200	Sales, Beverage
Functions	Sales Category	Income	4-1300	Sales, Functions
Tips In	Received on A/c	Expense	6-2020	Tips In/Out
Paid In	Received on A/c	Expense	6-2010	Paid In/Out
Gift Vch Sale	Received on A/c	Liability	2-1700	Gift Voucher
Tips Out	Paid Out	Expense	6-2020	Tips In/Out
Paid Out	Paid Out	Expense	6-2010	Paid In/Out
Rounding	Rounding	Expense	6-1950	Rounding
Variance	Variance	Expense	6-1960	Variance
Account Adjustment	Account Adjustment	Expense	6-1970	Account Adjustment
Lay-by Adjustment	Lay-by Adjustment	Expense	6-1980	Lay-by Adjustment
Lay-By Cancellation	Lay-By Cancellation	Income	4-4950	Lay-by Fee
Purchases	Purchase Category	Cost of Sales	5-1000	Cost of Sales, Purchases
Wine	Purchase Category	Cost of Sales	5-2000	Cost of Sales, Purchases
Spirits	Purchase Category	Cost of Sales	5-3000	Cost of Sales, Purchases
Freight	Purchase Category	Cost of Sales	5-9100	Cost of Sales, Freight
Admin Fees	Purchase Category	Cost of Sales	5-9200	Admin Fees
Trade Creditors	Trade Creditors	Liability	2-1200	Trade Creditors
GST Holding	Accounts – Cash Basis	Liability	2-1340	GST Holding Account
GST Collected	GST Collected on Sales	Liability	2-1310	GST Collected

End of Shift Procedure

In order for the sales to be transferred to MYOB, you must perform an ‘End of Shift’ at each POS Terminal.

At the end of the day/shift, press the ‘End of Shift’ button.

The Cash Declaration window will appear. You can either count the money in the cash drawer at this time, or press OK, leaving the cash declaration window empty, and you can complete the cash declaration from a back-office PC, which has the MYOB Accounting Module installed on it.

Delay Cash Declaration Count

You can enable the ‘Delay Cash Declaration Count’ option which will change the behaviour of the End of Shift function. Instead of the Cash Declaration windows appearing immediately after pressing the End of Shift button, a message box will appear to notify the Clerk to remove the cash drawer and count the money.

End of Shift is assigned to the Clerk who performed the function, and the Clerk is not able to log-on to any POS terminal on the network until they have completed the End of Shift procedure. The Clerk can finish their End of Shift at another POS Terminal on the network.

Sites

Sites have been introduced to group certain functions within Idealpos. Sites affect the reconciling of sales data as each POS Terminal is linked to a site. By default all POS Terminals are linked to Site 1 in the database. You can create multiple sites and link your POS Terminals to a Site.

If you decide to use multiple Sites, the End Sales Period screen will only show the End of Shifts from the site your POS Terminal is linked to.

To create new Sites or modify existing go to Setup > Sites. You are only required to enter the description of the Site.

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