MYOB How to Set Up a New Account Code

By Sonya McLaughlan

There are two types of accounts - a Header account and a Detail account. A Header account is the total of all the Detail accounts that fall beneath it. For example, The Header account could be described as Income and the Detail accounts may be described as Product Sales, Service Sales and Installation Sales which all have their individual totals, but the Header account has their combined totals.

In this exercise we are going to add a Detail account code. In the Accounts Command Centre, click on Accounts List. All your accounts will be displayed with individual tabs at the top for the different code types.

Click on the tab of the code type you wish to create. View the list of codes already set up and decide what the new code is going to be and where you want to display it. For example, under the income tab you may have a Sales code set up as 4-1000 and you wish to add a Service Income code and would like to place it directly under the Sales code.

At the bottom of your screen you will see an icon saying New - click on this. This will take you to a Profile window where you type in the number of the code you are setting up. If we type 4-1001 and hit the enter or tab key, we then are able to type the Account name and description. To ensure that you have the correct GST code, click on the Details tab and make any adjustments necessary.

The sales number we have entered 4-1001 Service will display directly under your code 4-1000 Sales.

Should the occasion arise where you wish to delete a code because you never use it or because it has become redundant, go to the Accounts List and locate the code. On the right had side you will see a white arrow, drill into this to display the Profile tab of the code. At the top of your screen you will see additional menu options such as File, Edit, Lists, Command Centres, Setup, Reports Window and Help. Click on Edit and from the drop down menu click Delete Account.

If the account has had any activity, you will not be able to delete it. You will have to mark it inactive if you choose not to use it. As above, locate the code and drill into it to display the profile tab. On the right hand side of your screen there is a check box that says Inactive Account. Click the check box to mark it as inactive.