Configuration

Implementation of a site requires the software to be configured to suit the requirements of individual companies. Relatively static information is also set up early in the implementation process. 

The configuration facility accommodates this process in two forms, a general configurator and a cut-down wizard driven version to get your database up and running with the essentials quickly. The wizard version also maintains a check-list of essential set-up processes.  

Most of the settings in MYOB EXO belong to profile sets and are presented in grid form. The majority of these settings are true/false check-boxes but some are multi-choice or value settings. There are over 1200 such settings available so these are ranked from common to rare and the grids can be filtered. Settings fall into categories Company (global), User (related to staff login), or Computer (related to workstations). Multiple levels can be created within User and Computer and this is especially useful for settings applying to security or access rights. In this case, inheritance from parent profile set occurs so you only need to override the desired settings. 

Additional optional configuration can include extra fields (add your own data fields), business alerts (define your own), reason events (for tracking exception reasons at source). 

 Customers (Debtors)

The debtors ledger provides all the functionality you would expect of an Accounts Receivable module. 

Debtors integrate seamlessly with customer pricing & trade discount rules (price policies), contacts, activities and tasks (calendar), sales orders,  

documents, history notes, serialised stock sold, social media, opportunities (optional), jobs (optional), serviceable units (optional). Foreign currency debtors are also supported for exporters and forex variation postings to G/L can be generated.

The price policies feature is extremely flexible and powerful and also accommodates promotional pricing (start and end dates) and quantity price breaks. 

Managing Debtors 11 min 45 sec
Learn how Debtor accounts are set up and managed in the EXO Business system. 

 Sales Orders

Sales order functionality accommodates both staged and multiple supply (split quantity) from a single sales order. Stages (phases) can include release for picking (optional), picking (optional), supply, and invoice. Backorders are also accommodated.

A Batch Sales Order Supply process is also available with user definable filters.

Sales orders can also be of type quote, which means their line quantities do not impact on available stock calculations. A quote can be converted to a confirmed order.

Debtors invoices can also be generated from a subscriptions register for cyclic billing purposes.

The Sales Cycle 7 min 04 sec
Learn about the EXO Business sales cycle and the records that relate to it. 

  Suppliers (Creditors)

Creditors can be suppliers and other Accounts Payable.

Creditors integrate seamlessly with purchase packs, contacts, activities and tasks (calendar), purchase orders, documents, history notes, serialised stock received, social media, opportunities (optional). Foreign currency creditors are also supported for importers and forex variation postings to G/L can be generated.

Managing Creditors 10 min 05 sec
Learn how Creditor accounts are set up and managed in the EXO Business system. 

 Purchase Orders

Purchase orders also incorporates an inwards goods processing function which can accommodate stock receipts either as a one-to-one with purchase orders or a many-to-many relationship. The later allows partial supply from multiple purchase orders in a single inwards goods receipt (from the same supplier).  

The receipt and costing processes can be optionally separated so that the warehouse staff can process receipts and the office staff can finalise costing. In the costing phase, additional on-costs (such as freight) can be apportioned across the receipted lines by quantity, value, cubic or weight.

Creditors invoices from inwards goods receipts are easily created by a draw down process to avoid the necessity to re-key. This also allows override of quantities and prices where the invoice differs from goods actually received. G/L transactions can be automatically generated for purchase price variances. Reporting of GRNI and GINR is accommodated by clearing accounts and detail order reports.

Forecast base purchasing and recommended reorder functionality is available. This is based on minimum stock thresholds and maximum stock levels set per stock location. 

The Purchasing Cycle 8 min 55 sec
Learn about the EXO Business purchasing cycle and the records that relate to it. 

 

 Inventory (Stock)

MYOB EXO is particularly strong in stock (inventory) features supporting multiple stock locations as well as optional serial and/or batch tracked stock. Stock items can either maintain stock levels and apply usual business rules to these, or can be items for which stock levels are not maintained. In both cases a comprehensive stock transaction and history is maintained.  Multiple standard selling prices are also available (price pointer by debtor).

Optionally purchase packs can be used to specify supplier / suppliers code combinations that allow product to be purchased at one pack size and receipted into stock using a different stock unit (e.g. purchasing outers and stocking as inners).  Purchase prices and trade discounts can be specified per purchase pack.

Integration of the stock ledger to the general ledger is either periodic (key opening & closing stock) or perpetual (each stock transactions posts to G/L) 

Managing Inventory 10 min 09 sec
Learn how to manage your inventory using Stock Items. 

  Bills of Material (BOM)

Single level BOMs can be defined as a list of stock items.

A simple works order function is available. For more complex BOM processing we recommend the MYOB EXO Job Costing module.

BOMs can also be embedded in sales orders and debtors invoices.

Bills of Material 7 min 55 sec
Learn about the different kinds of Bills of Material and how to set up and use them.   

 General Ledger

Most general ledger transactions arise from trading activity on the three sub-ledgers. MYOB EXO is a period driven system (as opposed to date driven) although date range reporting in all ledgers is possible. 

Multiple open periods are accommodated provided the fall within the current or prior financial year. EXO end of period is therefore a soft roll process and in most cases transactions can be back posted. When posting to the prior financial year then adjustments to retained earnings brought forward are made automatically. 

General ledger only type transactions can be keyed as batches. You can also suspend batches where some query about the data arises. There is also a standing journal facility for repetitive batches.  Batches can also be marked as auto-reversing and are usually used for accruals. Interim forex variations are posted as accruals. 

 Banking and Bank Feeds

For creditors the system includes a payment processor for batch runs of cheque or direct credit payments. An invoice authorisation feature is also optionally available where authorisations fall outside of the accounts department.

For debtors, a banking batch facility exists to group debtors receipt submission to the bank. There is also a direct debit batch processor.

A comprehensive bank reconciliation function is also available to match bank transactions to general ledger. This can import a file from your banking software and can also create new transaction in your system for APs identified on your bank statement.

EXO also supports the bank feeds feature via the MYOB bank feeds server. 

Bank Feeds 11 min 18 sec
Learn how Non-Accounts (prospects) accounts are set up and managed in the EXO Business system. 

  Tax (GST)

GST rules in EXO are user configurable so that GST is automatically calculated on Debtors and Creditors transactions.

A GST return function is available for a number of countries including New Zealand and Australia.

NZ GST Return 4 min 57 sec
Learn how to set up and run the NZ GST Return. 

AU Business Activity Statement 5 min 23 sec
Learn how to set up and run the Business Activity Statement (BAS). 

 Non-Accounts (Prospects)

Accounts which not yet financial trading partners such as prospects and other organisations that you don't (yet) have a financial relationship with can be defined in the Non-Accounts register, for example prospects. If you subsequently start trading with this company then a one button click converts the account to a debtor or creditor. Non-Accounts can also be used in the separate CRM module to record opportunities (quotes).

Managing Non-Accounts 5 min 57 sec
Learn how Non-Accounts (prospects) accounts are set up and managed in the EXO Business system.  

 Contacts

A comprehensive contacts register is available and this interfaces to debtors, creditors and non-accounts (collectively referred to as companies). An individual contact can be linked to as many companies as you wish. Contacts can also link with social media (Facebook, LinkedIn, Twitter). 

Contacts in EXO Finance provide a basic CRM capability but this can be enhanced through the optional CRM module. 

Managing Contacts 6 min 46 sec
Learn how to set up and manage Contact records. 

 Activities (Appointments or Tasks)

Tasks and appointments (calendar) link with contacts and companies (debtors, creditors, & non-accounts).  Optionally transactions in debtors and creditors can be linked to a contact and shown within the contact screen. Activities can also be linked to sales orders and jobs.

Managing Activities 7 min 28 sec
Learn how to create and view Activities (tasks or appointments). 

 Reporting (Clarity, Dashboards)

The heart of reporting in EXO is the Clarity reporting engine.  MYOB provides an extensive library of Clarity reports and business forms constructed using the WYSIWIG report designer that is included. Users will usually want to customise some of these or even write additional reports.  Your MYOB EXO business partner (Speciffix) can either assist or make these changes for you. Clarity can print, preview, or even export the report in a number of different file formats. Typically the report (or business form) can be produced in PDF format for attachment to an email. EXO assists this email process by optionally (per report or form) automatically creating the email with attachment.

Generic report writers such as Clarity are often not well suited to producing G/L reports so EXO includes a special General Ledger Report Writer.  The usual compliance reports are installed automatically during implementation but can be customised or additional reports created.

EXO also supports the dashboard concept in several places where you can add widgets from the standard library or create your own. A management dashboard is presented in the Analytics tool. Dashboard widgets can also be added to a tab in the debtors, creditors and stock screens. When added to these screens the widgets are account/stock item aware. Widgets can be small Clarity reports, grid widgets or pivot tables. A collection of hard coded Forms widgets is also included in the widget library to accommodate some more complex common requirements.

Dashboard Interfaces 4 min 45 sec
Learn about the customisable dashboard interfaces that are available in EXO Business.