MYOB AO 2019.1—Common tasks and troubleshooting (New Zealand)

After you have completed the installation on the server and all on workstations you can log in to MYOB AO.

To log into MYOB AO

1. Double-click the

   

    MYOB AO icon on the desktop. The MYOB AO Login window opens.

2. If you are upgrading MYOB AO, enter your MYOB Login or your username and Password.

3. Ensure that the correct MYOB AO database is selected from the Database drop-down.

4. Click Login.
   If you are using MYOB for the first time, the Practice my.MYOB Settings window opens where you will be required to use a MYOB Login to access MYOB AO.
   You are logged into MYOB AO and the Find Clients window opens.

   

   The Admin user has full administrator rights and permissions.

For more information about MYOB Logins, see

• Setting up MYOB Logins for your practice

• Access the Help menu for instructions on adding more users to MYOB AO.

The online help included with MYOB AO assists you to use the application by providing details about the various options available.

Instructions for getting started with MYOB AO can be found in our online help:

• MYOB AO Getting Started
  

It includes the most commonly used features of MYOB AO. There is also a Transition section which provides hints and tips especially for those users in New Zealand who have upgraded from MYOB AO Classic.

You can access the online help from anywhere in MYOB AO. Open the online help by:

• selecting Help > Help Topics from the main menu

• selecting the Help icon on the toolbar

• press F1 on any window.

This displays information in the main Help window.

MYOB AO has a feature that allows you to automatically back up and restore your database and critical configuration files. This is an important process that needs to be performed at a regular periods, at a time convenient to your practice. You should choose a time when system use is minimal, e.g., overnight or early morning.

As a default, your backups will run everyday at 1pm. You can change this if you prefer, but be aware your computer must be turned on at the scheduled time or the backup will not be able to run.

To change the time of your scheduled backups

1. Open MYOB AO.

2. Select Maintenance > Backup > Schedule Backups. The Schedule Backups window opens.

3. Select when you want the backup to occur.

4. Click Schedule. The back up process is scheduled and will run in the background.

For more information about backup feature, refer to Backing up and restoring your data in the Maintenance section of the Getting Started Help.

After installing, you must review the permissions in MYOB AO to ensure the correct users have access to the new tasks provided.

Security groups are used to group employees together to use the same features of MYOB AO. Every employee has to be part of a security group before they can log in. Each employee should only belong to one security group.

The pre-defined security groups in MYOB AO are:

• Administrator — this group has full rights

• Everyone — this group has limited rights.

By default, all new employees belong to the Everyone security group.

Each security group as a set of task permissions. These task permissions for each group can be found under Maintenance > Maintenance Map > Task Permissions.

To restrict access to these features for users in a security group

1. Click Maintenance > Maintenance Map > Security > Task Permissions.

2. Select a product (e.g., Tax, Tax Manager, Practice Manager, Central) from the Product drop-down.

3. Select the relevant security group from the Group drop-down.

4. Deselect tasks that users in this security group should not perform.

5. Repeat this process for other security groups and products, as required.

Restricted tasks remain visible in the Tasks bar. If a user selects a restricted task an Access denied message displays.

You can install MYOB AO on the following setups:

System setup	Description	Example
Standalone computer	Install MYOB AO only on the one computer.
Client server network	Install MYOB AO on the server, then run a workstation install on each workstation.
Terminal server network	Install MYOB AO on the one computer (Terminal Server). To install the software, log onto the Terminal Server console and open Control Panel > Add Remove Programs > Add New Programs > CD or Floppy. On Windows Server 2008, use the Install Application on Terminal Server option in the Programs section of the Control Panel.
Peer to Peer network	Install MYOB AO on the server, then run a workstation install on each workstation.

This installation includes a change to your computer’s registry settings to turn on Enable Linked Connections. This change is required on each workstation and server that uses mapped drives.

If the Enable Linked Connections setting is not turned on you may experience issues when installing and using your MYOB software.

After installation, you may be prompted to restart because of the change to the registry for the Enable Linked Connections setting. MYOB recommends you restart as prompted.

For more information, see MYOB Enabling Linked Connections in Windows.

To determine the date to enter as the Practice Manager conversion date, select the date from when you will commence using the new Practice Manager system. For example, you may choose to start processing of timesheets in the new Practice Manager system from the 15th of the month, or from the start of the week.

The date selected cannot be the first day of the month or the second last day of the month. The installer will not accept these dates as the system is unable to generate an accounting period with the same start and end date.

The Practice Manager conversion date entered is the LAST day that timesheets have been entered in your AO Classic timesheet system. Ensure all timesheets for all employees have been entered and completed up to this date.

You will start recording transactions in the new Practice Manager from the day after conversion date.

For example:

• If you select the Practice Manager conversion date as 30-11-2014, then you will start using new PM from 01-12-2014.

• If you select the Practice Manager conversion date as 20-11-2014 (Sunday), then you will start using new PM from 21-11-2014 (Monday).

The Practice Manager conversion date entered will be used for:

• Timesheet Lock Date - timesheets cannot be entered in the new system up to this date, you will start data entry of timesheets from the next day.

• WIP opening balance date - an opening balance transaction is created with this Practice Manager conversion date for the outstanding time and disbursement amounts for each client.

• Year close date for migrated balances, and year start date for current work.

The current financial year has been split into two. First part ends on the Practice Manager conversion date entered. The second part starts on the day after that. This is so that for the WIP and Debtors reports, the Period to Date and Year to Date amounts will include only transaction entered in new AO. Items entered in AO Classic will not be included. Opening balances from outstanding work in AO Classic is then in last year.

 For full YTD amounts you will need to include work for this year as entered in AO Classic.

This error is appearing due to a change in the security settings in MYOB, which is trying to activate online data for you.

To resolve this you will need a person with Superuser rights to log into MYOB and click on the Live icon. Once this is done, you will have access to AO Live.

If you are unsure about who has Superuser rights, refer to KB 32827.

Ensure that your login has administrator rights when performing the installation on the server and on each workstation.

Any Administrator-level permission errors which occur during the installation of MYOB AO may be due to User Account Control settings. For example, an error which occurs when the Installation Wizard has trouble accessing a mapped drive during the installation. If such errors occur, you should disable User Account Control for the duration of the installation.

Your computer name is not compatible with this software. The computer name must be 14 characters or less.

Call MYOB Support on 0800 94 96 98. MYOB Support will provide you with information on how to proceed with the installation.

The regional settings on your computer are not compatible with the version of MYOB AO you are trying to install.

This message means that you are trying to install MYOB AO:

• for a region that is different to your computer’s regional settings, or

• on a workstation that has different regional settings to the server installation of MYOB AO.

Both region and language format are controlled using Window’s regional settings.

To continue after receiving this error message you need to:

1. Close the MYOB AO installation menu.

2. Update the regional settings to match your version of MYOB AO.

   

   If you are changing your regional settings you should also check your system locale.

3. Restart your computer to have these settings take effect.

4. Re-install MYOB AO, as applicable.

Continue with the instructions provided in the installation guide.

Changing your regional settings

For instructions on changing your computer’s regional settings on specific operating systems, please follow the instructions below.

Note:  You may need your Windows setup disc to complete this task.

Windows 8

On Windows 8 the Start menu is not enabled.

1. Right-click in the desktop and select Personalise.

2. Select the Control Panel Home link.

3. Open the Region item.

4. On the Formats tab, select English (New Zealand) from the drop-down list.

5. On the Location tab, check that the Home location is consistent with your Format setting.

6. Click OK to save the new settings.

For instructions on changing your computer’s location or regional settings on other operating systems, please refer to the online help on your computer.

Your computer’s system locale must be set to one of:

• English (Australia)

• English (New Zealand)

• English (UK)

• English (US).

This setting is controlled using Window’s regional settings.

Changing your system locale

For instructions on changing your computer’s system locate settings on specific operating systems, please follow the instructions below.

Note:  You may need your Windows setup disc to complete this task.

Windows 7

1. Click Start > Control Panel.

2. Select Region and Language.

3. Click the Administrative tab.

4. Click Change system locale... to open a window for changing the setting.

5. Select English (Australia), English (New Zealand), English (United Kingdom) or English (United States) from the Current system locale drop-down.

6. Click OK.

7. Click OK and if prompted, restart your computer.

Windows 8

On Windows 8 the Start menu is not enabled.

1. Right-click in the desktop and select Personalise.

2. Select the Control Panel Home link.

3. Select Region and Language.

4. Click the Administrative tab.

5. Click Change system locale... to open a window for changing the setting.

6. Select English (Australia), English (New Zealand), English (United Kingdom) or English (United States) from the Current system locale drop-down.

7. Click OK to save the new settings.

For instructions on changing your computer’s system locale settings on other operating systems please refer to the online help on your computer.

The region you select must match the regional settings on your computer.

When installing MYOB AO (New Zealand):

• Your computer’s location must be set to New Zealand.

• Your computer’s language format must be set to English (New Zealand).

Both of these settings are controlled using Window’s regional settings.

To continue installing the software you need to either:

1. Change your selection on the Regional Selection screen in the installation.

2. Click Next to continue the installation or close the MYOB AO installation menu.

3. Update your regional settings so that the location and language format coincide with the version of MYOB AO you want to install.

4. Restart the installation.

This message indicates you will need to upgrade your operating system before installing MYOB AO.

For example, if you run Windows Vista you will need to upgrade to a current Windows operating system version as Window Vista is no longer supported by MYOB.

MYOB adds new environments to our testing schedule and periodically discontinues testing of older environments. As a general rule, MYOB can only test environments that are fully supported by Microsoft.

See system requirements for a complete list of supported operating systems.

Make sure your network is configured correctly before continuing with the installation. There may be issues with your server service, network or file sharing settings. Contact your system administrator for assistance.

Please note you cannot install MYOB AO on this computer because MYOB Accountants Enterprise (AE) is already installed.

This error means that a MYOB product is already installed on your system. You are not able to install MYOB AE and MYOB AO on the same computer.

When reviewing the System check results screen you may see failures if the following components are not installed on your computer:

• Windows Installer

• Microsoft .NET Framework

• Windows Powershell

• Visual C++

• SQL Server.

When viewing the details of these failures, you are instructed to install each of these components manually or alternatively run a full version of the installation.

This error can occur if you are attempting to install MYOB AO using the LITE version of the install from the MYOB website and you do not already have the components installed on your computer.

These components are available on the installation DVD of MYOB AO and will be installed for you when you run the installation using the DVD or if you download and install the FULL version of the install from the MYOB website.

The location you have selected for the installation is not on this computer. Please select a file path location on this computer.

Please select a different file path location or cancel the installation to exit.

The file path you have selected for the program location contains spaces. Remove the spaces and browse to the new location.

Before installing, the installation wizard will attempt to log in to your existing SQL database. If the Login ID and / or password are incorrect an error message appears indicating that there was a problem connecting to the database. See The selected database is not on this computer below for more information.

You have an existing MYOBACCT instance that is on a version of SQL not supported by MYOB. You will need to upgrade your SQL Server to version 2008 or later.

When opening MYOB AO, an Open File Security Warning message may appear. Click Run to proceed and open and log into MYOB AO. If you keep getting this warning message, you should restart your computer.

The selected database location is not on this computer. You must install MYOB AO on the same computer where your database is located.

Cancel the installation and re-run the installation on the same computer where your database is located.

This error may occur if you are not installing MYOB AO on the server.

This step in the installation wizard will display any existing databases on your system. The Data column contains the name of the databases shown on the MYOB AO login window and the SQL Database column contains the name used to identify the database in the SQL Server Management program.

For the upgrade to complete successfully, you will need to ensure that your data is valid. To ensure your data is valid, you will need to run a pre-migration check on your MYOB AO Classic database before installing the latest version of MYOB AO. To validate your data, login to MYOB AO Classic and go to File > Housekeeping > Pre-Migration check.

There was a problem linking your AO Classic database to your new MYOB AO database during the installation. The installation will continue and your data will be converted, but MYOB AO will not be integrated with MYOB AO Classic.

When MYOB AO is integrated with MYOB AO Classic, some client and employee information is updated in your MYOB AO Classic database when it is changed in MYOB AO. This allows you to prepare your tax returns in AO Classic.

See What data is updated in MYOB AO Classic when I change it in MYOB AO? for a list of relevant data.

To integrate MYOB AO Classic with MYOB AO after installation

1. Open MYOB AO and log in.
2. Select Maintenance > Maintenance Map. The Maintenance Map window opens.

3. Select AO Classic Settings from the Tasks bar. The AO Classic Settings window opens displaying your current:

   • MYOB AO database details, and

   • AO Classic integration details.

4. Select Edit AO Classic settings from the Tasks bar. The Edit AO Classic details window opens.

5. Select Integrate with AO Classic.

6. Click the ellipsis to browse and select the folder that contains the AO Classic database you want updated when you change information in MYOB AO. For example, C:\MYOBAO\Data.

7. Click OK to save your changes and close the window. Your changes settings are displayed in the AO Classic Settings window.

8. Click OK to close the window.

During the uninstall of MYOB AO, an error occurred turning off the integration with AO Classic. You will need to manually turn off the integration so that full AO Classic functionality is available.

To turn off integration

1. Use Windows Explorer to browse the folder that contains your AO Classic database. For example, C:\MYOBAO\Data.

2. Right-click on the NewAOLink file. A popup menu appears.

3. Select Delete.

4. Click Yes to confirm the deletion.

If you have more than one AO Classic database that was integrated with MYOB AO, you will need to remove the NewAOLink file from each AO Classic database folder.

Integration is now turned off. When you open AO Classic, all fields and functionality will be available.

You have chosen to rerun the conversion on a MYOB AO Classic database which has already been converted. Running the conversion on the selected database again will overwrite (delete) all the data associated with MYOB AO.

When you ran the Pre-Migration Check in AO Classic, you deselected the Validate and migrate your Practice Manager data checkbox. This means that your AO Classic Practice Manager data:

• was not validated by the Pre-Migration Check
  AND

• will not be migrated to MYOB AO.

What happens if I click Yes?

You will install MYOB AO without Practice Manager. The following information will be migrated to MYOB AO:

• practice details

• client details

• employee details

• Tax Manager data.

Once you have installed MYOB AO, this information will be maintained in MYOB AO. Any essential information that is required by MYOB AO Classic will be copied back from MYOB AO automatically, but you will not be able to update any of this data using MYOB AO Classic.

Your Practice Manager data will remain in MYOB AO Classic, and will not be available in MYOB AO. You will need to continue to use the Practice Manager module in MYOB AO Classic.

You will need to migrate your Practice Manager data at a later time.

What happens if I click No?

The installation will close without installing MYOB AO.

To include Practice Manager in install at this time you need to

1. Click No.

2. Open MYOB AO Classic.

3. Run File > Housekeeping > Pre-Migration Check ensuring that the Validate and migrate Practice Manager checkbox is selected.
   

   

   The MYOB AO Pre-Migration Guide contains detailed instructions.

4. Restart the installation of MYOB AO.

A pre-migration check was previously run on the selected database which detected errors that will prevent the installation from completing successfully. You will need to fix these errors and validate the database again before you can install MYOB AO. To validate your data again, log onto to your MYOB AO Classic and go to File > Housekeeping > Pre-Migration check.