Set up roll forward and income allocation accounts
At the beginning of each period, Client Accounting clears the previous period's income and expense balances to zero. It's like a bit of spring cleaning so your ledger's ready for the new period.
But you may have balance sheet or inventory accounts with closing balances that you need to transfer to the opening balance account for the new period. For example, transferring the balance of your closing stock account to the new period's opening stock account. Or the beneficiary funds to the new period's opening balance accounts.
Setting up balance forward accounts
If you...
The codes...
Migrated a MAS, Accounts or AO Classic general ledger
The codes were brought across when you migrated to MYOB Ledger. This step's done!
Created a new ledger using a standard MYOB chart of accounts
Balance forward account codes have been pre-configured based on the entity and chart style used. This step's done!
Haven't used an MYOB standard chart of accounts
You may need to define your balance forward accounts before you begin the period. For full details, see Defining Balance Forward Accounts in our Online Help.
Setting up income allocation and profit distribution
Before you set up the income allocation accounts, have a think about how you plan to distribute profit and loss for your client:
If your client is a...
We recommend...
Trust
Partnership (fixed $ amount of profit distributed)
Fund
Do a manual journal at the end of the period to distribute profit to each beneficiary. Automatic distribution only works for percentages of profit distributions, not fixed amounts.
If you're using a standard MYOB chart of accounts, on rollover to the next financial period, a reversal journal is automatically created at the beginning of the period.
Partnership (percentage of profit distributed)
Individual
If you'll be distributing a percentage of profit or loss at the end of the period, you can use theincome allocation function to automate the profit distribution at the end of each period.
A percentage of profit or loss will automatically be allocated to each partner's Current Year Earnings account at the end of the period.
Company
Association
By default, MYOB Ledger will distribute 100% of profit or loss to your Current Year Earnings system account and, on rollover, will balance forward to your ledger's Retained Earnings system account. However, you may want to review the income allocation to ensure the correct account codes are being used.
To set up profit distribution or income allocation in MYOB ledger, click your entity type below for more information.
Trust, partnerships and funds (manual distribution)
If your client is a trust or fund entity, or you want to distribute a fixed dollar amount to a partner, distribute profits by posting a journal using the default ledger setup.
To post a manual journal to distribute profit or loss
On the TASKS bar, click Launch AE/AO Ledger. Your client's MYOB ledger opens in a web browser.
In the MYOB Ledger website, click Settings and select Income Allocation.
Click the drop-down next to the current Allocation Period, ensurethe Equity column is 100%,and click Save.
In the Income Allocation screen, Click Manager Owners.
Click the drop-down for Owner and ensure the data in each field reflects the following:
Partnerships and Individuals (automatic distribution)
If you're allocating a fixed dollar amount of profit or loss to a partner, or if you're setting up a trust entity, do the profit distribution via a manual journal. Refer to Trusts and Partnerships (manual distribution) above for details.
To set up MYOB Ledger to distribute a percentage of profit or loss to each partner, use the Income Allocation function in MYOB Ledger to automatically distribute in each period.
To add or edit partner details
On the TASKS bar, click Launch AE/AO Ledger. Your client's MYOB Ledger opens in a web browser.
In the MYOB Ledger website, click Settings and select Income Allocation.
Click Manager Owners.
Click on the drop-down for Owner and edit the data in each field to reflect each partner's or individual's equity accounts. You can also change the Owner name to reflect the name of the partner.
Partner One (or sole owner)
Partner Two
Partner X (i.e. Partner Three and onwards)
Chart of Accounts
Retained Earnings
Current Year Earnings
Retained Earnings
Current Year Earnings
Retained Earnings
Current Year Earnings
MAS
50100
50102
50200
50202
50X00
50X02
AO Classic GL
501/00
501/02
502/00
502/02
50X/00
50X/02
AE Accounts
1.585
1.590
2.585
2.590
X.585
X.590
Click Save to save and apply the changes for the partner.
If you need to add another owner, click Add Ownerand repeat step 4.
To allocate a percentage of profit to each partner
Here you'll define a percentage of profits to distribute to each partner. If you have more than one partner, make sure you've added the additional partner as an owner first.
In the Income Allocation window, click the drop-down next to the current Allocation Period.
Click on the Owner drop-down and select the first partner.
Enter a percentage of profits to allocate to the partner in the Equity column.
To distribute a percentage of profits to an additional partner, for every additional partner, click Add another owner and repeat step 2 to select the partner and enter a percentage of profits to allocate.
The percentage total must be 100%.
Once all partners have been added, click Save. You can then close the web browser.
Companies and Associations (automatic distribution)
By default, MYOB Ledger distributes 100% of profit or loss to your Current Year Earnings system account and, on rollover, balances forward to your ledger's Retained Earnings system account.
If you're using a non-standard MYOB chart of accounts or you haven't specified your system accounts when migrating (e.g. if you've created a new ledger), you may want to check which account your profit or loss will be allocated.
To check which account your profit or loss will be allocated
On the TASKS bar, click Launch AE/AO Ledger. Your client's MYOB ledger opens in a web browser.
In the MYOB ledger website, click Settings and select Income Allocation.
Click the drop-down next to the current Allocation Period, ensurethe Equity column is 100%, and click Save.
In the Income Allocation window, click Manager Owners.
Click on the drop-down for Owner and ensure the data in each field reflects the following:
Partner One (or sole owner)
Chart of Accounts
Retained Earnings
Current Year Earnings
MAS
638
639
AO Classic GL
638
639
AE Accounts
528
1000
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