Bank feeds introduction
This page discusses the licensing options and processes in MYOB Advanced. MYOB adds its own licensing system to the Acumatica product, which adds options for different editions, user licence types and entitlements. Where necessary, additions to the MYOB Advanced user interface have been made to administer MYOB-specific licensing options.
Licensing options
Editions
MYOB Advanced can be licensed in one of three different editions: Standard, Plus and Enterprise.
The edition determines the licensed entitlements as well as which user licence types are available.
The site’s edition appears on the Licence Maintenance form (SM.20.15.10):
User license types
Users are assigned one or more licence types, which determine their level of access to the system. MYOB Advanced operates on a named user basis, so each user of the MYOB Advanced must be assigned at least one licence type to be able to log in. A site’s licence specifies the maximum number of users of each licence type.
The Licence Usage report (SM.65.10.01) in the Configuration > User Security section shows how many of each licence type has been assigned and the users each type has been assigned to.
Licence types are assigned to users on the Licences Types tab of the Users form (see License types tab). The available licence types are discussed below.
Full user
This licence type is available in all editions. The “Full User” Licence Type has access to all features, and all setup and system administration tasks.
Employee user
This licence type is available in all editions. The “Employee User” Licence Type has access to employee self-service features such as tasks, timesheets and expenses.
Sales & CRM user
This licence type is available in the Plus and Enterprise editions. The “Sales & CRM User” Licence Type has access to all CRM-related features such as opportunities, sales orders, case management and marketing.
Warehouse user
This licence type is available in the Plus and Enterprise editions. The “Warehouse User” Licence Type has access to all warehouse related features such as inventory, purchasing, sales order shipping and stocktake.
Project user
This licence type is available in the Plus and Enterprise editions. The “Project User” Licence Type has access to the Projects module and all project management features.
Finance user
This licence type is available in the Enterprise edition only. The “Finance User“ Licence Type has access to all administration and finance features such as Accounts Payable, Accounts Receivable, General Ledger and Cash Management.
External bookkeeper
This licence type is available in the Enterprise edition only. The “External Bookkeeper” Licence Type has access to back-office accounting features such as General Ledger, cashbook, tax and financial reports.
API license types
The following API licence types are available:
- Finance User (API)
- Full User (API)
- Project User (API)
- Sales & CRM User (API)
- Warehouse User (API)
These licence types give the same level of access as the equivalent non-API types, e.g. Full User (API) gives the same level of access as Full User. API licence types allow a user to access the system via the API only; without another non-API licence type, a user will not be able to access MYOB Advanced via the web user interface.
License types per edition
The following table summarises the availability of licence types in each edition of MYOB Advanced:
Edition | Available Licence Types |
|---|
Standard | |
Plus | - Full User
- Employee User
- Sales User
- Warehouse User
- Project User
|
Enterprise | - Full User
- Employee User
- Sales User
- Warehouse User
- Project User
- Finance User
- External Bookkeeper
|
License types and roles
Users’ access to features is controlled by their licence type and role—a feature is only available to a user if both their licence type and role allow it. In most cases, licence type will be a superset of role; roles will be used to restrict the full set of features granted to a user by their licence type. Unlike licence types, roles are user-definable; they can be set up on the User Roles form (SM.20.10.05). Roles are assigned to users on the Roles tab of the Users form (SM.20.10.10).
License types across multiple companies
Where a site has multiple companies, if user records with the same username exist across multiple companies, the system treats them as a single user for the purpose of licensing.
Example
- A user with the username Adam exists in the companies Company1 and Company2.
- The Adam in Company 1 is assigned the user types “Employee User” and “Sales User”.
- The Adam in Company 2 is assigned the user type “Sales User” only.
This will consume one “Employee User” licence and only one “Sales User” licence, as the Adam users in both companies are treated as the same user, and are counted only once for licensing.
Entitlements
A site’s license specifies the number of each licence type that can be assigned to users. In addition to licence type limits, the following entitlements are enforced:
- Campaign Emails – the number of campaign emails that can be sent per month.
- Companies – the number of individual companies that can be set up in the system.
- Customer Portal Access – the number of users who can be given to the MYOB Advanced Customer Portal.
- Storage Space – the amount of storage space allocated for company databases and documents.
Licence Type limits and usage are displayed on the Entitlements tab of the Licence Maintenance form (see Entitlements tab).
Entitlements per edition
The size/amount of each entitlement depends on the edition of MYOB Advanced that is licensed. See the current MYOB Advanced price list for details on entitlements.
Licensing interfaces
License types tab
The Licence Types tab of the Users form (SM.20.10.10) shows which licence types have been assigned to each user account:
To assign one or more licence types to a user, go to the Licence Types tab and tick the box(es) for the licence type(s) you want to assign, then save.
Entitlements tab
The Entitlements tab of the Licence Maintenance form (SM.20.15.10) displays the current entitlement limits and usage amounts:
The Licence Maintenance form displays a warning message if the Storage Space entitlement is more than 95% of its limit. If the Storage Space entitlement is exceeded, warning messages will appear on the Licence Maintenance form and on the footer bar of all screens.
Warning messages only appear to users with the “Full User” licence type.
