Check your MYOB business after upgrading

When we upgrade a file, we perform series of checks to ensure we grant access to the right users. As we are cautious in assigning access, occasionally a user from you practice may lose access to the upgraded file. If you need to add them back in, it's easy to do.

Some reasons why a user won't have access include:

• You previously used the old Partner Dashboard — the Users section of the old Partner Dashboard doesn't synchronise with user access management in MYOB Business. This can mean that a user is listed in old MYOB Essentials but not in the user list in my.MYOB. We only give access to an MYOB Essentials user who is also on your my.MYOB user list. For information on what access users have, see 'How users are set up after upgrading', below.

• The user is linked to multiple practices. We don't provide access to a user that is a member of another practice.

To check what users have access to the file, open MYOB Business, click the business name and go to Users — see Inviting a user to your MYOB business.

If you need to add a user back in, it's easy to do from my.myob (My account > Manage online file access) — see Requesting access to a client file.

If you use AE/AO with common ledger, your upgraded MYOB Business file will be automatically configured into Client Accounting in MYOB AE/AO. But if you want to check that it has been configured, do the following.

1. Log in to AE/AO using the practice login details.

2. Open the client whose ledger you've upgraded.

3. Click the Client Accounting tab.

4. You'll see the following 3 messages if the upgraded file has been reconfigured correctly :

   1. Balance Forward Accounts have been copied from Old Essentials.

      

   2. Your Client's custom account group mappings have been linked with the new ledger configuration. Review your account group mappings before generating reports.

      

   3. We've migrated your client's Essentials ledger and have updated your configuration settings. Open the workpaper/Trial balance and select Refresh ledger balances.

      

5. On the right side under the Configured Ledger details, the Ledger type will show MYOB Essentials (new).

Go to Banking > Reconcile accounts. On the Reconcile accounts page, the following fields are filled in for you based on the last completed reconciliation in your old software:

If the business uses bank feeds, check that all bank feed transactions have been received for the period you want to reconcile, and that they've been matched or allocated or entered into MYOB Business.

If something doesn't look quite right, it may be that there was a bank rec that was saved, but not completed, in MYOB Essentials – only completed bank recs are migrated to MYOB Business during the upgrade.

If that's the case, you will need to redo the bank rec.

For the steps on doing a bank rec in your new MYOB Business, see Reconciling your bank accounts.

From the Banking menu, choose  Bank rules to open the  Bank rules page.

Check the list of rules. If you need to view or edit the setup of a rule, click its name. See Managing rules.

Migrated rules that have the condition Contains and 'DEPOSIT', 'WITHDRAWAL', 'BANK CHARGES', or 'INTEREST CHARGES' may not match new transactions in MYOB Business. In the old MYOB Essentials, such words would identify what transaction types to create from the rule.

But in MYOB Business, this is not automatically done, even though some banks still include these words in bank feed transaction descriptions. So it's a good idea to check any rules that may have these conditions. In order for these rules to match new transactions, you'll need to edit your rule conditions to remove these words, or replace them with other words that appear in the bank transaction.

The reason for this change is that in MYOB Business you can now create rules for specific transaction types, such as Spend money and Receive money, Bill and Invoice rules. So MYOB Business no longer looks for such identifying words in a rule's conditions.

• You can now choose if the rule will apply to all bank accounts or to a specific bank account.

• You can assign a contact to the rule.

• And you can enter a description to automatically appear in transactions created from the rule.

See Creating rules.

The Sales settings page (click your business name > Sales settings), lets you customise your business's invoices, quotes and statements, payment terms, emails and How-to-pay details.

For example, you can set a default payment due date in invoices:

You can also customise the appearance of your invoices, quotes and statements by choosing a pre-designed template and selecting the colours you want to use. The layout you choose for your invoices and quotes will automatically be used for all invoices you print and send to your customers until you decide to change it.

For more information, see Sales settings.

There is a limit of four thousand characters in default email text in MYOB Business. If you notice that your default email messages are being truncated, it might be because you're over that limit.If you have a lot content you currently put in your default email messages, such as legal notices, and the content is online, you can add a link to it in your default email text:See Set up default emails.

Go to the Accounting menu > Chart of accounts.

To view, edit or delete an individual account, first click its Account name.

To edit multiple accounts, click Edit accounts.

To delete multiple accounts, select them and then click Delete accounts.  

For more information, see Adding, editing and deleting accounts.