MYOB Tutorials - Designing Invoices

Conquering Computers: Tutorial Centre
MYOB Accounting
Updated: Monday, 04 February 2008

Number 3: Adding Your Logo to Invoices

Introduction

MYOB has extensive features for customising your sales invoices and purchase order forms. Information can be moved around, extra text can be added, and the form can be formatted pretty-much to what you require. Also, your company logo can be added to the form. If you have your company logo on the disc, in a fax or letterhead template, or you know how have it scanned in from your paper letterhead, MYOB will allow you to load or paste the picture into your sales form. There are a couple of options here, and we’ll cover the major ones:

Scanning the Logo

Scan your logo, or have it scanned by somebody.
In the scanning program, save the logo onto your hard drive as a Windows bitmap file, with the extension bmp. For example, select the File menu then Save As… in the scanning program, and select something like Windows Bitmap (*.bmp) from the File of Type drop down.

If your scanned logo is not a Windows bitmap, you must load it into your scanning or graphics program and save it as a bitmap file. MYOB only imports bitmap files into its custom forms.

Using an Existing Logo

You might have the situation where your logo is already in a Microsoft Word document such as your letterhead or fax cover sheet. The following steps are a foolproof way to prepare the logo for bringing it into your MYOB form, irrespective of whether it’s in the correct graphic format or not.

Load the letterhead or fax cover sheet into Word, and click on the logo to select it:
Copy the logo to the clipboard by either pressing (Ctrl)(C) or by clicking the Copy button in the toolbar.
Now, start the application Paint by clicking the Start button then Programs then Accessories then Paint.
Paste the logo into Paint by pressing (Ctrl)(V) or by selecting the Edit menu then Paste.

The logo should appear in the Paint screen, and has now been converted to a bitmap file. Also, a border of dashes appears around the logo.
Now, with the dashed line still visible, copy the converted bitmap logo to the clipboard again by pressing (Ctrl)(C) or by selecting the Edit menu then Copy. Click the Close button to close down Paint and click No to saving the file.

Getting Your Logo into the MYOB Sales Invoice Form

Now that you’ve use one of the above methods to capture your logo in the correct format, we’ll look at how to get the logo into MYOB.

Firstly, start MYOB and load your company file.
Select the Sales Command Centre button then the Print Invoices button.
Select the correct invoice type from the Invoice Type drop down (which would be Item or Service) and leave the Invoice Status as Open.
Click the blue drop down from the Select Form for invoices section:

and select MYOB’s Plain Paper Invoice.
Click the Customise button to go into the customising window, .
Now, irrespective of which method you’ve used to convert your logo, click the picture tool in the toolbar at the bottom of the screen, which looks like a small picture frame.
Click the mouse where you want the logo to go.
Double-click the smaller picture frame that appears to bring up the Picture Field Information window.
If you scanned your logo and saved it to the disc, click the Load Picture button, , then search for your logo file in the folder in which it was saved. Double-click the file to load it into the Picture window.
If you used the second method above to copy and paste your logo, simply click the Paste Picture button, .

With either method, you should now see a preview of the logo in the Picture window.
Click OK and you should see the logo on the form.
To resize the logo, click the small black square in the bottom right of the frame holding the logo, and drag down and to the right.
When you have finished resizing the logo and applying any other formatting features you require, click the Save Form button, , in the dialogue box.
Enter a filename (which must be 8 characters maximum for MYOB version 8 and earlier) and a description for the customised invoice form, then click OK and OK again.
Click OK in the Print Invoices dialogue box. This customised form will be used for all sales invoices.

Finally

These same steps can be used on purchase order forms, cheques, and other forms in MYOB. The other important fact to keep in mind is that each customised form is stored as a separate file, with an frm extension in the c:\MYOB\Custom folder. Backing up your MYOB file using MYOB’s backup facility does not back up these customised forms. You must use an external backup facility if you wish to protect the forms.

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