Message-ID: <163431835.5971.1711626417059.JavaMail.tomcat@ip-10-129-228-235> Subject: Exported From Confluence MIME-Version: 1.0 Content-Type: multipart/related; boundary="----=_Part_5970_1012601525.1711626417057" ------=_Part_5970_1012601525.1711626417057 Content-Type: text/html; charset=UTF-8 Content-Transfer-Encoding: quoted-printable Content-Location: file:///C:/exported.html Ways you can protect your AccountRight company file

Ways you can protect your AccountRight company file

AccountRight company files can contain lots of private and sensitive inf= ormation. Ensure that you take the following precautions to secure your inf= ormation:

Restrict access with company file user accounts

Create a username and password for each person who will work on your com= pany file. This set of credentials is called a company file user= account. For help setting up an account, see Invite a user to an online= file if your file is online, otherwise see Add a user to an offline file<= /a>.

Use best practice security when transferring file= s

When transferring an AccountRight company file between computers (such a= s via email or USB) we recommend using a password protected zip file to sec= ure the company file (ensure that the password is robust and not easily gue= ssed).

If you are transferring the file to another person, such as your account= ant, send the password separately using another communication method. For e= xample, if you email your accountant the company file, send them the passwo= rd via text message.

Are all MYOB accounts set up and used correctly?

If your company file is online, all users who will access your file need= their own MYOB account. A user will be prompted to create an account when you= invite them to access your online file. See Managing your MYOB account and Accept an invitation to = work online.

  • Turn on two-factor authentication. This is a secure sign-in process tha= t combines a password with your mobile phone. See Two-factor authentication.
  • When accessing an online file, each user should sign in with their own = MYOB account.
  • Ensure each user of your file has secured their MYOB account with= a strong password.
  • When inviting a new user to access your online file, assign them the co= rrect access level. For example, most users should be set = up as Online File Users. When they sign on with their MYOB= account, they will only have access to files they've been invited to. See Set a user's online access level.
  • Only people you trust to have full access to all your = online files should be set up as Online Administrators. Yo= u can see which MYOB accounts have online administrator access on the my.MY= OB website. See Set a user's online access level.
  • If more than one person shares a computer, don't choose the Sta= y signed in for 12 hours option when entering your MYOB account de= tails.
  • If someone leaves your business, make sure you remove = their user access too. See = Remove user access.

Make sure your devices are secure and up to date

  • Each user of a computer should have their own password-protected Windows user = account and sign into Windows using their own account.= See the M= icrosoft Support Centre for help setting up Win= dows user accounts.
  • If someone else needs to use the computer, the current user should sign= out from Windows, or use Windows' "Switch account" featur= e to give the other person access.
  • Lock your computer when you take a break or leave for = the day.
  • All users should be set up as standard users, unless t= hey require administrator privileges, such as the ability to install applic= ations on the computer.
  • Ensure that you have installed all Microsoft Windows updates on all computers.
  • Whether you use Windows' built-in anti-virus features, or have a third-= party anti-virus application, ensure that the virus defini= tions are updated frequently, and that your PC is scanned regularly.
  • If you're using AccountRight Server Edition, don't override the firewall settings that AccountRight configures on installation. R= emote access to your file is not supported, and can lead to security issues= . If you need remote access to a file, put it online. See Set up a network.

Learn more about user acc= ounts

See the following table to learn more about MYOB accounts, company file user accounts and Windows user ac= counts:

=20 =20 =20 =20 =20
  MYOB account Company file user account Windows user account
What is it? Your login details for all MYOB online= services. Your sign-on details for a specific AccountRight= company file (online or desktop).

Your computer sign-on= details for Microsoft Windows.

You can choose to sign on with a= local account, or your Microsoft account details.

What do the = ;login credentials look like? Email address
Password
User ID (for example, your name)
Password

Local accounts:
Use= r Name
Password 

If you've linked your Microsoft account:=
Email address
Password

When do I need to enter th= ese credentials? When signing into MYOB online services, includin= g:
  • online AccountRight company files
  • bank feeds
  • Pay Super (AU)
  • online GST returns (NZ)
  • MYOB Essentials
  • MYOB Business
  • MYOB Community Forum
  • my.MYOB website
  • My Account website

When opening an AccountRight company file.

When starting Microsoft = Windows.
Do I need to enter these d= etails every time?  You can choose to stay signe= d in for 12 hours. You won=E2=80=99t need to enter your details each time y= ou start AccountRight over the 12-hour period, but for some actions, such a= s refreshing bank feeds or making a superannuation payment, you will need t= o enter your credentials again. = For online company files, yo= u can choose to link your company file user account and MYOB account. If yo= u choose this option, you won=E2=80=99t need to enter your company file use= r account credentials when opening the file. You need to enter your password ea= ch time you lock or restart your computer.
How do I get an account? You can sign up for an MYOB accoun= t at my.MYOB.com.au or my.MYOB.co.nz A company file administrator can s= et up user accounts. See Invite a user to an online file. A Windows administrator can add a = local user account = for you. You can choose to link the account to you= r Microsoft account.
How many of these accounts= do I need? 1 per person 1 per company file 1 per person
Can multiple people share = the account? No. For security reasons, everyone should have t= heir own MYOB account. No. For security reasons, everyone should have t= heir own company file user accounts. No. For security reasons, everyone= should have their own Windows account.
Is a password mandatory? Yes. Ensure you choose a strong, unique password= . While a password is optional, we recommend that = each user account has a unique password, especially administrator accounts.= While a password is optional, it's= recommended that you password-protect each Windows account, espe= cially administrator accounts.
What should I do if I forg= et my password? Click the "Forgot your passw= ord?" link in My Account. See the Changing and resetting user passwo= rds help topic. Contact your Windows or network ad= ministrator.

Protect against chargebacks and fraud  

Whether you trade online or offline, your business is always at risk of = fraudulent transactions resulting from stolen credit cards or other buyer s= cams.

Here's a few suggestions to help prevent credit card fraud:

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But don=E2=80=99t worry - here are a few things to look out for to prote= ct your business and minimise the risk of customer disputes and chargebacks= .   

  • Is the customer placing an unusually large order, or large qu= antities of orders in a short period of time?
  • Is the order being paid for using multiple cards? This could suggest th= e buyer is trying to avoid card limits.
  • Do you have an order where the shipping address is different to the bil= ling address?
  • Are you receiving multiple orders to different customers at the same ad= dress, or is the address from an unusual location?
  • Is it a large order or expensive goods where the customer requests next= -day or expedited shipping?
  • Can't contact the customer via phone or email?
  • Has the customer asked you to pay for freight which they'll reimburse l= ater?

While these activities won=E2=80=99t always be fraudulent, if it seems s= uspicious it=E2=80=99s worth taking the time to check.

What you can do if you think there's fraud

If you're suspicious of fraud, here's a few things you can do:

  • Call the buyer and verify the order
  • Search the internet for the buyer's name, shipping address, email addre= ss and phone number - keeping an eye on consistency between the information=

If you can=E2=80=99t verify a customer=E2=80=99s details, or you=E2=80= =99re still suspicious - cancel the order.

 
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