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Accounts provide a means for grouping similar transactions. For example, if your business pays rent for the use of its premises, you would create a rent expense account and then allocate all rent payments to that account.

Just getting started with MYOB Essentials? Learn how to import an accounts list.

Take a look at this quick accounts overview:

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In the Accounts List page (accessible by clicking your business name and choosing Accounts list) you can view, add, edit and delete accounts (or, make them inactive). You can also enter opening balances for new accounts, and view account tax rates. 

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Setting up your accounts list? Learn about Importing an accounts list and entering opening balances.

 

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Watch this video to learn more about managing your accounts list.

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Accounts

Accounts provide a means for grouping similar transactions. For example, if your business pays rent for the use of its premises, you would create a rent account and then allocate all rent payments to that account. Accounts also include your bank and credit card accounts.

Account numbers

Each account is identified by a unique five digit number. The first digit indicates the account’s classification (for example, accounts starting with 6 are expense accounts). The remaining four digits determine its location within the classification. The lower the number, the higher up in the list it appears. For example, account 1-1100 appears above 1-1200.

Account types

Each account must be assigned an account type before it can be used to track your business’s financial activity. You can choose from 12 different account types:

  • Banking, Current Assets, Fixed Assets (asset accounts)
  • Credit Card, Current Liabilities, Long Term Liabilities (liability accounts)
  • Equity (equity account)
  • Income, Other Income (income accounts)
  • Cost of Sales, Expense, Other Expense (expense accounts)

Each account type serves a specific purpose. If you’re unsure about which type you should assign to a new account, ask your accounting advisor.

Note that an account type can't be changed if it has a current balance. For information on changing an account type, see Adding, editing and deleting accounts.

Accounts list

The accounts you use for your business are grouped in an accounts list (also known as a chart of accounts). When you registered and set up MYOB Essentials, an accounts list was selected for you based on the business type you specified. You also reviewed this accounts list during setup.

If any of the existing accounts that came with MYOB Essentials don’t meet your business needs, you can edit them so that they do. You can also make an existing account inactive, add a new account, and in certain circumstances, delete an account.

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Additional accounts for each business type

In addition to the standard set of accounts, the accounts list for each business type includes the following accounts:

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titleWhat are the default accounts lists for each business type?

What are the default accounts lists for each business type?

All accounts lists provided by MYOB Essentials include the same set of standard accounts, plus some extra accounts tailored for the specific business type. For example, a business that sells products will have a Cost of Sales account for Raw Materials, and a business involved in agriculture will have an expense account for Pesticide.

System accounts

System accounts are required by MYOB Essentials, and will be created even if you choose not to use one of the accounts lists provided by MYOB Essentials. You can’t delete these accounts.

  • Asset accounts: ABN withholding credits, Accounts receivable
  • Liability accounts: ABN withholdings payable, Accounts payable, GST collected, GST paid, PAYG withholdings payable, Payroll deductions, Superannuation payable
  • Equity accounts: Income tax, Historical balancing, Retained earnings, Current year earnings
  • Expense accounts: Discounts given, Superannuation expense, Wages & salaries, Discount received.

Standard accounts list

All accounts lists provided by MYOB Essentials include the following accounts, plus additional accounts depending on the business type: 

Account type

Accounts included
Asset
  • Banking accounts: Cheque account, Petty cash, Savings account
  • Current Assets accounts: ABN withholding credits, Accounts receivable
  • Fixed Assets accounts: Furniture & fittings, Motor vehicles, Office equipment & computers, Plant & equipment.

 Liability

  • Credit Card accounts: American Express, MasterCard, Visa
  • Current Liabilities accounts: ABN Withholdings payable, Accounts payable, Annual leave payable, GST collected, GST paid, PAYG withholdings payable, Payroll deductions, Personal leave payable, Superannuation payable
  • Long Term Liabilities accounts: Bank loan, Other loan.

Equity

  • Equity accounts: Owner contribution, Owner drawings, Income tax, Historical balancing
  • Retained Earnings accounts: Retained earnings
  • Current Earnings accounts: Current year earnings.

Expense
  • Accounting fees, Advertising, Bank charges, Discounts given, Electricity & gas, Insurance, Interest paid, Internet, Lease of equipment, Motor vehicle expenses, Office supplies, Postage & courier, Printing & stationery, Rates, Rent, Repairs & maintenance, Sub contractors, Sundry expenses, Superannuation expense, Telephone, Travel & accomodation, Wages & salaries, Water, Work cover insurance.

Other Income

  • Discount received, Interest income, Other income.

Other Expense

  • Other expenses.
Business typeIncludes...

I sell products

  • Income accounts for Sales
  • Cost of Sales accounts for Freight, Packaging, Purchases and Raw material.

I sell services

  • Income accounts for Fee income and Licensing income

I sell products & services

  • Income accounts for Sales, Fee Income and Licensing Income
  • Cost of Sales accounts for Freight, Packaging, Purchases and Raw material.

I work in building & construction

  • Income account for Construction, Renovation income and Service & repair income
  • Cost of Sales accounts for Building contract insurance, Building material, Contractor costs, Freight, Hire of equipment.

I work in agriculture

  • Income accounts for Grain income, Livestock income, Produce income
  • Cost of Sales accounts for Feed, Fertiliser, Freight, Pesticides, Purchase of livestock and Seed
  • Expense accounts for Breeding expenses, Feed, Fertiliser, Pesticides and Veterinary

Accessing your accounts list

You can access your MYOB Essentials' accounts by clicking your business name and choosing Accounts list. From here you can add, edit and delete headers and accounts (or make them inactive).

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Your accounts list consists of:

  • detail accounts—sometimes called sub-accounts, these are the accounts to which you allocate transactions.
  • header accounts—these accounts group related detail accounts to help you organise your accounts list.

For example, you could group your telephone, electricity and gas expense accounts using a Utilities header account. This makes it easier for you to locate the utility expense accounts in the accounts list and to see your combined utility expenses.

Before adding a new account, note the account names and numbers of the existing accounts in the list. They’re based on a numbering system which groups accounts by their Account Type. The existing names and numbers will help you choose appropriate account names and numbers when adding or editing accounts.

If you're setting up your accounts from scratch, learn about importing an accounts list and entering opening balances.

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Print your accounts list

Run the Accounts report to print a list of all your accounts and their balances. Go to the Reports menu > All Reports > Accounts.


Using the Accounts list
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titleAdding accounts

To add an account

  1. Click your business name and choose Accounts list.
  2. Click Add new. The Add new box appears, in the Accounts tab.
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  3. Enter a unique Account Number.

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    Don’t use your real account number for bank and credit card accounts

    The number you enter here is only used for tracking the account in MYOB Essentials. You don’t need to use your real bank or credit card account number.

  4. Enter a unique and meaningful Account Name.
  5. Select an Account Type from the list.
  6. Select a Tax Rate from the list.
  7. Enter an Opening Balance for the account. For more information see Entering opening balances.
  8. If you want to add more than one account, click into any of the empty fields below and repeat steps 3-7.
    A new blank line will automatically appear below with each new account entered.
  9. Click Save to add the accounts.
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titleEditing accounts

To edit an account

In MYOB Essentials, access your Accounts list (click your business name and choose Accounts list).

To edit an individual account

  1. Click the ellipses button Image Added and select Edit. The Edit account window appears.
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  2. You can edit the Account number, Account name, Type, Tax rate, and Opening balance  of your accounts, with the exception of locked accounts (those marked with a padlockImage Added). Locked accounts, and accounts with a Current balance, cannot change Type or Tax rate.
  3. Click Save to save your changes.

To edit multiple accounts

  1. From the A ccounts list, click Edit accounts. The Edit accounts page appears.
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  2. If you’ve made any accounts inactive and want to exclude them from the list, deselect Show Inactive Accounts.
  3. In the accounts list, you can edit the Account number, Account name, Type, Tax rate, Opening balance and Active status of your accounts, with the exception of locked accounts (those marked with a padlock Image Added). 

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    You cannot change Type or Tax rate for locked accounts, and accounts with a Current balance (and the Current Balance field cannot be edited). If you need to change the account Type or Tax rate, you'll need to make the existing account inactive and create a new account of the correct type or with the correct tax rate—see 'Making an account inactive' below for details.

  4. Make any changes to your accounts. 

    If you edit the Account Number, make sure that the new number is within the range used for the Account Type used by this account. The existing names and numbers will help you choose appropriate account names and numbers when adding or editing accounts.

     

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    Need to change your opening balance date?

    Click your current Opening Balances date to bring up the Change opening balance date window.

    Select your new opening balance date, and click Save when finished.

    Note that if you change the opening balance date, make sure you check that the opening balances for your accounts are correct.

  5. Click Save to save your changes.
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titleDeleting accounts

To delete an account

You can delete accounts one at a time, or select multiple accounts for a bulk delete.

When you delete accounts, they’re removed along with all their details. Instead of deleting accounts, we recommend that you make them inactive. See 'Making an account inactive' below for details.

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Accounts that can't be deleted

You can’t delete locked accounts—that is, system accounts with a locked icon (Image Added). You also can’t delete accounts that have been used in transactions, or accounts for which you’ve imported bank statements. Instead, you can make these accounts inactive. See 'Making an account inactive' below for details.

To delete individual accounts

  1. Access your Accounts list (click your business name and choose Accounts list).
  2. In the accounts list, find the account you want to delete and click the ellipses button (...) on the far right.
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  3. Click Delete.
    A confirmation message appears.
  4. Click Delete Account to delete the account.

To bulk delete multiple accounts

  1. Access the Accounts list (click your business name and choose Accounts list).
  2. In the accounts list, select the accounts you wish to delete by selecting the box to the left of the account number.
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    Bulk selecting headers

    If you select a header, every account and header underneath is automatically selected.

  3. Click the Delete button.
    A confirmation message appears
  4. Click Delete account to delete the accounts.
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Moving and reordering your accounts

You can select one or several accounts from the Accounts list and move them under a header. This is great for when you've created a new header and want to start grouping accounts.

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Bulk selecting a header - If you need to move a header and every account under it, select the header in the accounts list. Every account and subheader will be automatically selected.

 

  1. From the Accounts list, select the accounts you want to move by ticking the box to the left of the account number.
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  2. Select the header you want to move the accounts under from the dropdown box.
  3. Click Move.
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    The accounts list is automatically updated with the changes.
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titleMaking an account inactive

Making an account inactive

When you make accounts inactive, they’re removed from some selection lists so they can't be used in transactions. They also won't display in some reports, unless the report has the option to Show inactive accounts.

Inactive accounts retain details you may need some day. This is in contrast to deleted accounts, which are removed along with all their details. For more information see 'Deleting accounts' above.

You can make an inactive account active again at any time by editing the account and selecting the Active option.

  1. Click your business name and choose Accounts list.
  2. Click Edit accounts. The Edit accounts page appears.
  3. In the accounts list, find the account you want to make inactive and deselect Active.
    Active option deselectedImage Added
  4. Click Save to save your changes.
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titleMapping system accounts (MYOB Partners only)

To map system accounts (MYOB Partners only)

MYOB Essentials has certain accounts called system accounts. These are used for specific tasks, such as GST reporting. They appear with a lock icon Image Added and cannot be deleted.

After importing an accounts list or migrating from MYOB BankLink, some system accounts will have a matching imported account, sometimes with a similar name and function.

The mapping process will update the system account with information from the imported account (such as the account number, account name and opening balance).

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Mapping accounts is only recommended if you recently imported an accounts list or migrated from MYOB BankLink.

  1. Click your business name and choose Accounts list.
  2. Look for pairs of system accounts and matching imported accounts.
  3. Click the More (Image Added) button next to the imported account and choose Map to system account.
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    A list of system accounts will appear in a new window.
     
  4. In the window that appears, select the matching system account and click Save changes.
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    The system account will now be updated with all the information.
  5. Now, delete the imported account:
    1. Click the More (Image Added) button next to the imported account and choose Delete.
      A confirmation message appears
    2. Click Delete account.
  6. Repeat the above mapping process for all pairs of imported and system accounts.
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titleAdding headers

Adding headers

  1. Access the Accounts list page (click your business name and select Accounts list).
  2. Click Add new.
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  3. The Add new box appears.
  4. Click the Header tab.
  5. Enter a Name and Parent header for the header you're adding.

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    What's a parent header?

    A parent header is the header under which the new header will sit. For example, if you select Income as the parent header, the new header will sit 1 level below the Income header.

  6. If you want to add more than one account, click into any of the empty fields below and repeat step 5.
    A new blank line will automatically appear below with each new header entered.
  7. Click Save to add the headers.
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titleEditing and exporting/importing headers

Editing headers

  1. Access the Accounts list (click your business name in the top-right and select Accounts list)
  2. From the Accounts list, click the ellipses (Image Added) button next to the header you want to edit and select Edit.
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  3. The Edit header window appears.
  4. You can edit the Name and Parent header (the header under which this header will sit).
  5. Click Save when you're finished.
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titleDeleting headers

Deleting headers

You can delete headers one at a time, or select multiple headers for a bulk delete.

Delete individual headers

  1. Access the Accounts list page (click your business name and select Accounts list).
  2. Click the ellipses button (Image Added) next to the header you want to delete, and select Delete.
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    The Delete header window appears.
  3. Click Delete header to confirm.

Bulk delete multiple headers and accounts

  1. From the Accounts list, select the headers you want to delete by ticking the box to the left of the header name.
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    Note that when you select a header, every account and header underneath it is automatically selected. Don't worry, you can choose to delete only the headers you've selected later on.
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  2. After you've selected your headers and accounts, click the Delete button.
  3. Image Added
    The What do you want to delete? window appears.
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  4. You can choose to delete only the headers you've selected, or delete all headers and accounts you've selected.
    If you delete only the headers, their accounts will be moved to their parent headers (the next highest header level). For example, accounts under a level 3 header will move under the next level 2 header.
  5. After selecting what you want to delete, your accounts list is automatically updated.
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titleMoving and reordering headers

Moving and reordering headers

You can bulk select accounts from the Accounts list and move them under a header. This is great for when you've created a new header and want to start grouping accounts.

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Bulk selecting a header - If you need to move a header and every account under it, select the header in the accounts list. Every account and subheader will be automatically selected.

  1. From the Accounts list, select the accounts you want to move by ticking the box to the left of the account number.
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  2. Select the header you want to move the accounts under from the dropdown box.
  3. Click Move.
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    The accounts list is automatically updated with the changes.
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Export your balance sheet

Run the Balance Sheet report (Reports menu > Balance Sheet) and export it to Excel. Learn more about your business reports.

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titleHow can I see all transactions for a specific account?

How can I see all transactions for a specific account?

Run the General ledger details report (Reports menu > All reports > General ledger details). You can specify a date range and select one or more accounts to report on. You can also export the report as to an XLS file or as a PDF.

Learn more about your business reports.

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Viewing accounts

Adding, editing and deleting accounts

Entering opening balances

General Journals

Importing an accounts list

Setting up tax codes (Australia)General Journals

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