Preparing for MYOB Essentials upgrade

https://help.myob.com/wiki/x/i5IYB

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Now that you've been upgraded to the new MYOB Essentials, take a moment to confirm that everything is set up properly.

Things to check

MYOB Partners — check if you need to add users
Is your bank reconciliation is up to date?
Are all of your bank feed rules there?
Have you set up Pay Super yet?
Is your chart of accounts set up correctly?

Signing into your new MYOB Essentials

Sign in to your upgraded software at: app.myob.com. If you've previously bookmarked essentials.myob.com , you should update your bookmark.

Can't see all of your businesses listed when you sign in?

If you have multiple MYOB Essentials businesses, but can't see them all listed when you sign in to app.myob.com, it may be that some haven't been upgraded yet. To access these, sign in to essentials.myob.com.

MYOB Partners — check if you need to add users

If you notice a user from your practice doesn't have access to the MYOB Essentials business after upgrading, this may be because you previously used the old Partner Dashboard — the Users section of the old Partner Dashboard doesn't synchronise with user access management in the new MYOB Essentials.

After upgrading, users are assigned a User type. This determines what a user can and can't do in a file. For example, if you're an Online admin, you can apply for bank feeds, if you're a File user you can't. See Other things you should know about user access.

To see what users have access to a new MYOB Essentials file, or to add a user to it:

and you haven't used the old Partner Dashboard, see Requesting access to a client file.
and you have used the old Partner Dashboard, follow the steps below.

To view and add users

To view a user

Click the business name > Users.

If a practice user is linked to multiple practices, then the user will have File user access. See also, Other things you should know about user access.
Click a user to check what roles and permissions they have.

The Roles and permissions a user is assigned reflects the level of access the user had in the old MYOB Essentials Partner Dashboard.

Need to change a user's details or remove them? See Edit and delete users.

To add a user

On the Users page, click Create user.
Enter the user’s Name and Email.
In the Access section:
1. Select the access you want to give the user. Learn about access levels
2. Select if the user can create and edit in the area they have access to or just view it
3. Select which businesses the user can access – This business or (if you have multiple businesses) All businesses with this serial number.
Click Save.

Other things you should know about user access

You can also manage user access via my.myob (except for Advisors – you can only invite an Advisor from the Users page)
Only Owners and Online admins are able to set up bank feeds
If you need to change the Owner user of the business, you'll need to contact us.

For more information about user types and user roles, see Users.

Check your bank reconciliation

Bank reconciliation in the upgraded business will be based on the last completed reconciliation in your old software. It's a good idea to verify that it's up to date.

To check that bank rec is up to date

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.

If something doesn't look quite right, it may be that there was a bank rec that was saved, but not completed, in your old software – only completed bank recs are migrated 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, see Reconciling your bank accounts.

Looking for the Bank reconciliation report? Go to the Reporting menu > Reports > Banking reconciliation.

Have you set up Pay Super yet?

MYOB Essentials with Payroll, Australia, only

In your previous MYOB Essentials, you may have paid employee super using MYOB's super portal. In the new MYOB Essentials, you pay super using the Pay Super service. It's easier to make super payments using Pay Super and you get a clearer view of the status of your payments.

If you or your clients currently use MYOB's super portal to process super payments, you'll need to switch to Pay Super for future contributions.

We recommend the business owner or company director sign up to Pay Super immediately to prevent downtime before your next contribution date – see Set up Pay Super .

Learn about other payroll changes

Your can start paying staff right away after upgrading but there's also a lot more that you can do – see Learn about payroll changes after upgrading .

Review your bank feed rules

There are a lot more useful features in bank feed rules, but there's also a bit more we're still working on. These changes can affect whether your old rules work in the new MYOB.

If the business is set up with bank feeds and is using bank feed rules, you should confirm that they're all there. Also, if you have bank feeds for credit cards, you should check what account type they're linked to.

To check your bank feed rules

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.

Changes that may affect your bank feed rules

There are a number of changes that can affect whether your old rules work in the new MYOB.

Rules that were previously not supported

Rules set up in the following ways were previously not supported. We’ve developed fixes for these, but if you've previously been upgraded and appear to be missing some bank feed rules, it may be that they were set up like the examples below.

Rules with conditions Begins with or Ends with were not supported in earlier upgrades. These conditions are now available in new MYOB Essentials, but if you were upgraded earlier than June 2021 you may find that these bank rules didn't come across in the upgrade. You'll need to re-create these rules in new MYOB Essentials. See Creating rules.
Amount Equals and/or allocated by Amount:
allocated to Equity account or Retained Earnings account:
Multiple Description Contains conditions using OR, which have a combined total of more than 255 characters:

Conditions that are no longer required

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

But in the new MYOB, you can now create rules for specific transaction types, such as Spend money and Receive money, Bill and Invoice rules. So MYOB no longer looks for such identifying words in a rule's 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.

New things you can do with rules

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.

Restart your invoice number sequence

After upgrading your invoice number sequence is reset.

For example, if your last invoice entered in old MYOB Essentials was 00001458, the first invoice you enter after upgrading to new MYOB Essentials will be numbered 00000001.

If you want your invoice numbers to continue from the invoice numbers in old MYOB Essentials, there's some simple steps you need to do – see Fixing the invoice number sequence after upgrading.

Look over the chart of accounts

Review the chart of accounts to make sure it's set up the way you like it

To review the chart of accounts

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.

Need to delete an account? If you have a duplicate account or account you don't need, you can delete it if:

has never been used in a transaction
has no journal entries
has a zero balance
is not a linked account
is not linked to a pay item

Instead of deleting an account you can deactivate it.

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

(MYOB Partners) If you use AE/AO with common ledger

Your upgraded MYOB Essentials (new) 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.

To check if MYOB Essentials (new) is configured in AE/AO

Log in to AE/AO using the practice login details.
Open the client whose ledger you've upgraded.
Click the Client Accounting tab.
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.
On the right side under the Configured Ledger details, the Ledger type will show MYOB Essentials (new).