4. DATA MINING IN MYOB

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20 Νοε 2013 (πριν από 3 χρόνια και 9 μήνες)

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WPCA_M669

© Watsonia Publishing

Page
43

4.

DATA MINING IN MYOB

Over a period of time you’ll build up a large base of potentially useful data
within your MYOB company file. With a bit of careful planning you can
use this data and information to tell you a great deal about customers,
suppliers, and e
mployees.

In this session you will:



gain an
overview

of
some of the techniques for collecting and
tracking data



learn how to
create

a custom list



learn how to
use

a custom list



learn how to
create

custom fields



learn how to
use

custom fields



learn how to
c
reate

identifiers



learn how to
use

identifiers



learn how to
print

a list of identifiers



learn how to
perform advanced searches

using custom lists and
identifiers



learn how to
create advanced reports

using custom lists and
identifiers



learn how to
create cu
stom reports

using custom fields
.

By the end of this session
you will
be able to work with some of MYOB’s
data customising tools and search for data using these.


4.1

Data Mining Overview

When all is said and done MYOB is really a
database

that potentially
h
olds a large amount of data about the accounting side of your business.

Once
you’ve used it for a while you’ll have a database (in the card
system) of your customers.
Having regularly invoiced them y
ou’ll also
have data that can tell yo
u about their
purchase patterns and history. This
huge data source can be used (or
mined

as it is sometimes referred to)
so that you can better position your marketing and advertising efforts to
raise sales.

Of course, a great deal of the data mining can
currently be done using the
standard reports and fields of data already contained in your MYOB
company file.

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However, there are also a number of techniques and tools built into
MYOB which, when used correctly, will allow you to capture even more
useful dat
a about your customers, suppliers, and even employees, and
then to use that data to create meaningful information.

In this session, we’ll begin by looking at the various data tools designed
to enhance MYOB’s already impressive list of data fields. Then we’
ll see
how, once data has been captured using these tools, we can create a
new array of information and reports.

4.2

Creating A Custom List


MYOB allows you to create cards for inventory
items
,
customers
,
suppliers

and
employees
. There are a number of standard

data fields
for each of these that apply to most businesses


contact person, credit
terms, address, etc.

However, all businesses have their own needs and quirks and their own
reasons for wanting to group card records in the way that they do. For
example,

you may want to know how your customers heard of you (e.g.
radio, television, word of mouth, etc). You may want to assign account
managers to specific customers. Or perhaps you want to group
customers by some form

of

purchase volume


gold customer, silve
r
customer, etc.

For each of the main card types (inventory item, customer, supplier, and
employee) MYOB provides you with three
custom

lists

that you can use
for whatever reason you like.
You are already familiar with lists in MYOB


there are existing li
sts for tax codes, account numbers and names,
invoice layouts, and much more. The difference is that these custom lists
are left intentionally unassigned so that you can use them for your own
specific needs.

C
ustom lists

can

be used to

group the data in each of the respective
card types in the way that best suits your needs. Once a custom list has
been created you can populate it with values.

In the following exercise we will create a custom list for customers that
allows us to assign a
ccount managers to specific customers. We will then
populate the list with the names of the people who are the account
managers.

Data Mining In MYOB

© Watsonia Publishing

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Exercise
13
:

Creating a Custom List

Note
:

In this chapter you will need to use the data fi
le called
Extended

-

Data Mining
.myo
. If MYOB has started use
F
ile
, then
O
pen
and open this data file, or start MYOB and
open
Extended
-

Data Mining.myo

from the
Welcome

screen.

1
.

Select
L
i
sts
, then
C
u
stom List & Field Names

2
.

Select
C
ustomers

to display the
Custom List and Field
Names

dialog box for customers



3
.

Ensure
Custom List #1

is selected
, type
Account Manager

and press



4
.

Click on

to close the dialog box


The next step is to enter items into the

custom list…

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5
.

Select
L
i
sts
, then
Custo
m

Lists

6
.

S
elect
C
ustomers

to display the
Custom Lists

dialog box



7
.

Click on the drop arrow

for
Custom List

and click on
Account Manager

8
.

Click on

to display the
Edit Custom L
ist

dialog box



9
.

Type
Bill Adams

in
Account Manager

and click on

to see the new
Account
Manager
item

in
the list




Data Mining In MYOB

© Watsonia Publishing

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47

1
0
.

Repeat step
s
8

and
9

and add the following account managers
to the list:


Jayne Smith

Unassigned

1
1
.

Ensure that the
Custom Lists

dialog box appears as shown:



1
2
.

Click on

to close the
Custom Lists

dialog box
and return to the command centre


You have now completed this exercise.


You can c
lick on the white arrow

next to a list item in the
Custom Lists

dialog box to edit the

item.

To delete an item
click on

it

to highlight it then select
D
e
lete List Entry

on the
E
dit

menu.

4.3

Using A Custom List

Creating a custom list

makes that list available to all relevant cards, both
ex
isting and new.

Once the custom list has been created you can use it to assign values to
the appropriate cards. For example, we have created a custom list of
account managers. We can now edit each customer card and assign an
account manager to that custom
er from the custom list that we have
created.

A custom list will appear on a card in exactly the same way as any other
list. It will have a list arrow

which will display the list of values you
entered when you created the list.

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© Watsonia Publishing

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Exercise
14
:

Using a Custom List

1.

Click on

to display the
Card File

command centre

2.

Click on
C
a
rds List

to display the
Cards List

dialog box and
click on the
Customer

tab


3.

Click on
Ascot Enterprises

and click on

to display the
Card Infor
mation

dialog box

4.

Click on the
Card Details

tab


Notice how the Account Manager appears in lieu of Custom
List #1
. This will now appear for all customer cards irrespective
of whether they are existing cards or new cards


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5.

Click on the list arrow

f
or
Account Manager

to display the
names of
Account Managers

in a
Select from List

dialog
box



6.

Click on
Jayne Smith

and click on

to
assign Jayne to
Ascot Enterprises

as the account manager

7.

Click on

to return to the
Cards List

dialog
box

8.

Repea
t steps
3

through to
7

and assign account managers to
customers as follows:


Bryce Plumbing

Bill Adams

Cash Sale

Unassigned

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Hill End Homes

Jayne Smith

Mountain View Motel

Jayne Smith

9.

Click on

to close the
Cards List

dialog
box


You have now completed
this exercise.

4.4

Creating Custom Fields

Custom lists allow you to group your inventory items, customers,
suppliers, and employees. MYOB also provides you with three
custom
fields

for each of these card types.

A custom field allows you
to assign a specific value to a card and can be
used to capture unique information for each card. In the next exercise
you’ll use the three custom fields for employees to capture next of kin
information


name, contact number, and relationship.

Exercise
15
:

Creating Custom Fields

1.

Select
L
i
sts
, then
C
u
stom List & Field Names

2.

Select
E
mployees

to display the
Custom List and Field
Names

dialog box for employees



3.

Click on
Custom Field #1

to select it and type
Emergency
Contact

4.

Click on
Custom Field #2

and type
Contact Number

5.

Click on
Custom Field #3

and type
Relationship to
Employee

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6.

Click on

to close the dialog box


You have now completed this exercise.


As a rough rule of thumb, use
Custom Lists

to provid
e you
with a way of
grouping

your cards, and
Custom Fields

to
enter
unique information

for each card.


4.5

Using Custom Fields

Again, like
custom lists
, creating a
custom field

doesn’t actually get any
data or information into a card

th
is still needs to be done after the field or
fields have been created.

And, like custom lists, the
custom fields

can be used to assign data to
both existing and new cards.

Exercise
16
:

Using Custom Fields

1.

Click on

to di
splay the
Card File

command centre

2.

Click on
C
a
rd
s

List

to display the
Cards List

dialog box and
click on the Employees tab

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© Watsonia Publishing

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3.

Click on
Bill Adams

and click on

to
display the
Card Information

dialog box

4.

Click on the
Card Details

tab


The custom fi
elds have now been replaced with more
meaningful and descriptive labels…


5.

Click in
Emergency Contact

and type
B
re
e Jones

6.

Click in
Contact Number

and type
0421 664 731

7.

Click in
Relationship to Employee

and type
Housemate

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8.

Click on

to return
to the
Cards List

dialog
box

9.


Repeat steps
3

through to
8

for the other employees as
shown:


Fred Bloggs


Emergency Contact:

Sarah Bloggs

Contact Number:

0431 662 991

Relationship:

Mother


Wilma

Bloggs


Emergency Contact:

George Campbell

Contact Number:

0461 721 921

Relationship:

Uncle


Sally Jones


Emergency

Contact:

Bree Jones

Contact Number:

0421 664 731

Relationship:

Sister


Jayne Smith


Emergency Contact:

Milford Barnes

Contact Number:

0426 112 792

Relationship:

Partner

10.

Click on

to close the
C
ards List

dialog
box


You have now completed this exercise.

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4.6

Creating Identifiers

Identifiers

in MYOB provide you with a way of
labelling

cards. Identifiers
use letters of the alphabet to categorise the cards in your card file. Unlike
cu
stom lists

and
custom fields

the 26 identifiers in MYOB apply across
all card types.

In the next exercise we’ll use the first four identifiers (from
A

to
D
) to
create categories to
identify

our customers, and the

ones from
J

to
P

to
create categories for our employees.

Exercise
17
:

Creating Identifiers

1.

Select
L
i
sts
, then
Identi
f
iers

to display the
Identifiers

dialog
box




Let's begin by defining some

customer identifiers in the first
column…

2.

Click in
A
:

and

type
Loyalty Program Member



3.

Click in
B:

and type
Original Customer

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4.

Click in
C:

and type
Industry Concession Holder

5.

Click in
D:

and type
Master Builder




Now let's add some identifi
ers to identify c
our
ses and
qualifications attained by employees
. For convenience we’ll
create these in the next column


6.

Click in
J
:

and type
First Aid Certificate



7.

Click in
K
:

and type
Certificate IV in Retail Sales

8.

Click in
L
:

and type
A Grade

Electrical Certificate

9.

Click in
M
:

and

type
Fluent in German

10.

Click in
N
:

and type
Fluent in Spanish

11.

Click in
O
:

and type
Fluent in Cantonese

12.

Click in
P
:

and

type
Computer Driving Licence

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13.

Click on

to close the
Identifiers

dialog
box

and return to the command centre


You have now completed this exercise.


You don’t need to spread your identifiers as we did in the
exercise above. We only used the ones in the first column for
customers, and the ones in the second column for employees
b
ecause it provides a neat divide between the two. We could
have just as easily continued using the identifiers in the first
column for employees.

4.7

Using Identifiers

Once the identifiers

have been created they can be applied to the cards

in your company file as a way of flagging specific card types.

This is done by opening the specific card and flagging it either by typing
the alphabetical codes or ticking them in the
Select Identifiers

dialog
box.

Exercise
18
:

Using Identifiers

1.

Click on


to display the
Card File

command centre

2.

Click on
C
a
rds List

to display the
Cards List

dialog box and
click on the
Customer

tab

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3.

Click on
Ascot Enterprises

and click on

to display the
Card Information

dialog b
ox

4.

Click on the
Card Details

tab


5.

Click on

to display the
Select Identifiers

dialog
box


Notice how the labels that we entered in the previous exercise
now appear here
. Since this is a customer card we are really
only interested in the identifiers

in the first column. However,
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theoretically there is no reason why we couldn’t also apply
those from the other column…


6.

Click on
Loyalty Program Member

until it appears ticked

7.

Click on
Original Customer

until it appears ticked


8.

Click on

to re
turn to the
Card Information

dialog
box


Notice how the flag letters appear in the identifiers box…

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9.

Click on


to return to the
Cards List

dialog
box

10.

Repeat steps
3

through to
9

and flag the other customers as
shown
:


Bryce Plumbing



Original Cus
tomer



Master Builder


Hill End Homes




Loyalty Program Member



Industry Concession Holder


Mountain View Motel




Loyalty Program Member



Original Customer



Industry Concession Holder

11.

Ensure that the
Cards List

dialog box appears


Now let's flag
some employees…

12.

Click on the
Employee

tab

13.

Click on
Bill Adams

and click on

to
display the
Card Information

dialog box

14.

Click on the
Card Details

tab

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15.

Click on

to display the
Select Identifiers

dialog
box


16.

Click on each of the follo
wing until they appears ticked:


First

Aid Certificate

Certificate IV in Retails Sales

Fluent in Spanish

Computer Driving Licence

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17.

Click on

to return to the
Card Information

dialog
box


Notice how the flag letters appear in the identifiers box…


18
.

Click on

to return to the
Cards List

dialog
box

19.

Repeat steps
13

through to
18

and flag the other customers as
shown:


Fred Bloggs




A Grade Electrical Certificate

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Wilma Bloggs




Certificate IV in Retail Sales



Computer Driving Licence


Sally Jo
nes




First Aid Certificate



Certificate IV in Retail Sales



Fluent in Cantonese



Computer Driving Licence


Jayne Smith




A Grade Electrical Certificate



Fluent in German



Computer Driving Licence

20.

Ensure that the
Cards List

dialog box appears

21
.

Click on

to close the
Cards List

dialog
box


You have now completed this exercise.

4.8

Printing A List Of Identifiers

Since
identifiers

appear
with alphabetical labels it is not always obvious
what they mean.

MYOB has a report tha
t allows you to print your list of identifiers so that
you can reference them when needed or pass them on to someone else
who may not be familiar with the alphabetical flags that have been
created in your company file.

Exercise
19
:

Printing a List of Identifiers

1.

Click on the drop arrow

for
Reports

and click on
Card File

to display the
Index to Reports

dialog box

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2.

Click on
Identifiers

and click on

3.

If the
Report Customisation

dialog box appears click on

again

4
.

Ensure that your printer is online and ready to print

5.

Click on

to print a list of identifiers

6.

Click on

to close the
Index to Reports

dialog
box


You have now completed this exercise.


While it may not seem particularly high
-
tech many MYOB
user
s print a list of their identifiers and stick this on the
wall

besides their desks.


4.9

Advanced Searching

Once custom lists, fields, and identifiers have been created and assigned
in your MYOB company file you can start to use them to locate the data
and in
formation that you need.

Identifiers

and
custom lists

appear frequently in advanced card search

dialog boxes.

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Exercise
20
:

Advanced Searching

1.

Click on

to display the
Card File

c
ommand centr
e

2.

Click on
C
a
rds List

and click on the
Customers

tab to display
all of the customers



Let's display the customers looked after by Jayne Smith
, an
account manager


3.

Click on

to display the
Advanced Card Search

dialog box



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4.

Click on the list arr
ow

for
Account Manager

to display a list
of
Account Managers

in the data file



5.

Click on
Jayne Smith
and click on

to
return to the
Advanced Card Search

dialog box

6.

Click on

to display Jayne's account customers



Hmm, how many of these are ori
ginal customers?

7.

Click on


to display the
Advanced Card Search

dialog box again

8.

Click in
Identifiers

and type
B


B was the identifier that we created earlier to represent
Original Customers…

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9.

Click on

to display those of Jayne's account
custo
mers who are also original customers


10.

Click on

to close the
Cards List

dialog
box


You have now completed this exercise.

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4.10

Advanced Reporting

Reports too can be controlled using identifiers and custom lists. Most
reports

have additiona
l filters

which allow you to use your custom lists
and identifiers to determine which data to use for the report.

Exercise
21
:

Advanced Reporting

1.

Click on the drop arrow for
Reports


and click on
Sales

to

display the
Index to Reports

dialog box



2.

Scroll down to and click on
Sales Summary

under
Customer

3.

Click on

to display the
Report Customisation

dialog box


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4.

Click on the list arrow

for
Account Manager

to display a list
of
Account Managers

in

the data file

5.

Click on
Jayne Smith

and click on

6.

Click on the drop arrow

for
Dated From

and click on
July

7.

Click on the drop arrow

for
To:

and click on
December


8.

Click on

to display the report


The report shows a summary of sales for Ja
yne's account
customers between July 1
st

and December 31
st





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9.

Click on

to display the
Report Customisation

dialog box again

10.

Click in
Identifiers

and type
B

11.

Click on

to display the report


The report shows a summary of sales
for

Jayne's ac
count
customers between July 1
st

and December 31
st

who were
original customers…




12.

Click on

to return to the
Index to Reports

dialog box

13.

Click on

to close the
Index to Reports

dialog
box


You have now completed this exercise.

4.11

Custom Reports

Wh
ile filters allow you to see data based on custom lists and identifiers,
the
custom fields

that were set up in an earlier exercise can really only
be used by modifying the layout of the report


in essence, this is done by
creating a
custom report.

When you create a
custom report

or modify the layout of an existing
one, you can specify which of the fields to use in the report, including
custom fields.

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Exercise
22
:

Custom Reports

1
.

Click on the drop arrow for
Reports


and click on
Card File

to display the

Index to Reports

dialog box



2.

C
lick on
Address

under
Cards

3.

Click on

to display the
Report Customisation

dialog box


4.

Click on the
drop

arrow

for
Card Type

and
click

on

Employee

5.

Click on

the

Report Fields

tab to see the fields in the report

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6.

Click on the
tick

to the left of
Address 1 Contact

to remove it

7.

Click on the tick to the left of
Address 1 Phone#1

to remove it

8.

Click on the tick to the left of
Addre
ss 1
to remove it


9.

Scroll to the bottom of the list of
Available Fields

and click in
the tick column for each of the following fields until they appear
ticked:


Emergency Contact

Contact Number

Relationship to Employee


10
.

Click on

to display the r
eport

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11.

Click on

to display the
Save As

dialog box



12.

Type
Emergency Contacts

in
Report Name

and press

to jump to
Description

13.

Type
Lists emergency contact information for employees.



14.

Click on

to create the new custom report

1
5
.

Clic
k on

to return to the
Index to Reports

dialog box

16.

Click on the
Custom

tab to see the new report

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17.

Click on

to close the
Index to Reports
dialog
box


You have now completed this exercise.

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4.12

Data Mining In MYOB

Quick Reference





To Create A Custom List
:

1.

Selec
t
Lists

>
Custom List

&

Field Names

>
Customers

2.

Select the
required
customer list
number and enter a name

3.

Select
Lists

>
Custom Lists

>
Customers

4.

In
Custom Li
sts
, s
elect the new
list
, then click on
[New]

5.

Enter the required details

6.

Click on
[Close]

To Create Identifiers
:

1.

Select
Lists

>
Identifiers

2.

Click in each f
ield and type the
required identifier

3.

Click on
[OK]

To
Use

A Custom List:

1.

Display the
Card File

command
and select
Cards List

2.

Select a customer, click on
[
Edit]
,
then click on the
Card Details

tab

3.

Click

on the list arrow for the
required field

and make your
selections

4.

Click on
[Use Entry]
, then
[OK]

To Create Custom Fields:

1.

Select
Lists

>
Custom List

&

Field Names

>
Employees

2.

Select the required customer field
number and enter the details

3.

C
lick on
[OK]

To Use Custom Fields:

1.

Display the
Card File

command
and select
Cards List

2.

Select
an employee
, click on
[
Edit]
, then click on the
Card
Details

tab

3
.

Click on the required field and
enter the required details

4.

Click on
[OK]

To
Use Identifiers
:

1.

Display the
Card File

command
and select
Cards List

2.

Sel
ect a customer, click on
[
Edit]
,
then click on the
Card Details

tab

3.

Click on
[Identifiers]

4.

Tick the required fields

5.

Click on
[OK]

To
Print A
List

Of Identifiers
:

1.

Click on the drop arrow for
Reports, then click on Card File

2.

Click on Identifiers then click on

[Print]

3.

Click on
[Print]
, then click on
[Close]

To Use Advanced Searching:

1.

Click on the
Card File

icon and
select
Cards List

2.

Click on
[Advanced]

3.

Select the

required fields

4.

Click on
[Use Entry]
, then
[OK]