About Head Office and Branch Accounts

MYOB Exo Business supports head office and branch accounts. This is useful for dealing with franchise or multi-branch Debtors or Creditors.

A guiding principle to use with this function is that purchase/sale analysis and stock-related functions are performed using branch accounts; accounts payable /receivable functions are performed using head office accounts.

Head Office Account - Transactions for the branch accounts are assigned to it. Statements produced for the Head Office Account will also list transactions.
Branch Account - When a transaction is entered on to a Branch account, it will automatically update the Head Office account that this account is connected to. Transactions can be viewed from either the Branch account or the Head Office account.

Head Office and Branch accounts are clearly labelled on the Debtors/Creditors account window:

In the toolbar are two toolbar buttons specific to the head office/branch functionality: Show Branch and Show Head Office . If you are viewing a Branch account, you can click the Show Head Office button to view the Head Office account; if you are in the Head Office account, you can click the Show Branch button to view branches of the head account.

Rules for Assigning Branches to a Head Office

A branch may not be assigned to another head office.
A branch may not be a head office itself (i.e. only two levels are allowed).
A branch must be an active account.
All members of a group (head office and branches) must have the same currency, e.g. a foreign currency account cannot be connected to a non-foreign currency amount.

If a head office is put on stop credit, then all the branches will also be placed on stop credit.

Reports

Reports will give individual sales and purchasing analysis on branch and head office accounts. Statements however, give a consolidated view of transactions for a period via the head office account. Statements for the individual accounts may be printed but will only show transactions that have not been transferred to the head office account, i.e. those transactions that existed prior to the branch being assigned to a head office and were explicitly transferred to the head office account.

Advanced Head Office/Branch Features

If you have the MYOB Exo Business Configurator, the following advanced profile settings are available.

Profile Setting	Description
Hide 'send to head office' button on debtor account screen – User Profile	Enabling this option will hide the Send to Head Office button on the debtor account window. This setting would be used in conjunction with the "keep transactions" setting above.
Hide 'keep trans' checkbox in debtor account screen – User Profile	Enabling this option will hide the Keep trans checkbox in the Debtor Account window. This setting would also be used in conjunction with the "keep transactions" setting above.

Keeping transactions with the branch account or head office option

This is an advanced feature only available to MYOB Exo Business Configurator users.

This is a profile setting which provides a different method of handling debtors Head Office / Branch relationships. It is not available for creditor accounts.

Using this method you have the option of allowing branch accounts to retain their transactions and to receive payments but to have a consolidated view of the purpose of reporting total balances at head office level, and for producing a consolidated statement. A summarise option is included on head office account details 1 tab, which will toggle the head office account balance to be the sum of its own posted transactions, or to be that of itself and all its independent children.

Once the profile setting has turned on, the user is able to select whether or not this profile takes effect via the keep track trans check box in the debtors account window. The profile setting Hide 'keep trans' checkbox in debtor account screen could be used to control whether users have the option.

Transactions

Transactions are shown only in the branch accounts to which they belong. You can only receipt payments for branch invoices in the head office account, as all transactions are automatically transferred to the head office account.

If you have MYOB Exo Business Configurator, you can explicitly transfer transactions to the head office account by clicking the button in the branch account window and then they are visible in both accounts. This action transfers all existing transactions from the branch to the head office account and sets the branch account aged balance to 0. The profile setting Hide 'send to head office' button on debtor account screen could be used to control whether users are able to perform this action.

Transferring Branch Transactions to Head Office

If you have MYOB Exo Business Configurator, you can manually transfer branch transactions to the head office account:

In Account > Debtors select the required branch from the list of debtors.
Click the Send to Head Office button to transfer all transactions from the branch account to its head office account. The aged balance for the branch account will be set to 0 and the head office aged balance will be adjusted to reflect the added transactions.

As the system stands at present, in order to allocate a transaction within this function, the transaction must be transferred to head office.
Click the Show Head Office button (within the branch account) to view the head office account.

Payments

Because transactions are automatically posted to the head office account, payments are also receipted from the head office account. When a branch account is selected for this purpose, the account that appears is the branch’s head office account and therefore a consolidated list of unallocated transactions from all branches is displayed for the purpose of allocation.

If you have MYOB Exo Business Configurator, and have set the Send to Head Office button to be visible, payments may be received from both branch and head office accounts although only transactions which belong to the branch are able to be allocated against i.e. if a transaction has been transferred to a head office account then it may not be allocated against via the branch account. Likewise, a payment for a transaction remaining in a branch account (and not transferred) may not be allocated via the head office account.

In the head office branch consolidation window, you can click on the View Transactions button to view transactions of the highlighted branch.