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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:

 

Received On Account

The Received on Account function can be used to:

 

 

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.