In this lesson I'm going to talk about the MYOB License and Company File activation. MYOB operates using two components: first, the software itself. This is simply the program that you start up when you want to use MYOB. The second component is the Company File. This is the file that holds all of your company information, transactions, financial records - basically everything that you enter into MYOB. Now this may seem a bit obvious as this is how most computer programs work. You have a software application and then you have the files that you work with. But the reason I've brought this up is that activation works a little differently in MYOB than it does in most other programs that require activation. Usually, at some stage after Install, these other programs will need to be activated. This helps to prevent software piracy. The most common method of doing this is by letting the software contact its manufacturer via the Internet. The manufacturer validates the software and the serial number and then allows activation. Other methods include activation by telephone or post. Usually these programs have a time limit that prevents you from using them after a certain period if you haven't activated them yet. Now, MYOB differs in that it's not the software that needs to be activated, it's the Company File that does. When you create a new Company File you can use it with no limitations for 90 days. At this time if you haven't activated that file it will become Read Only; that means that you cannot add or change any of the information in it. Of course you can create another Company File and use that for another 90 days, but not being able to work with anything older than 90 days will probably be a gigantic hassle for your business. To activate your Company File you will need your product Serial Number. You'll also need to be logged in to MYOB as an Administrator. If you haven't registered as an MYOB Customer yet, you'll also be prompted to do that. This simply identifies your company as a valid MYOB user and allows MYOB to match your Serial Number with your Company Files. Now, once you activate your Company File you can proceed to use it as long as you want. However, it's not the end of the activation story for that file. You'll need to periodically confirm the file. Approximately twice a year you should see a message in MYOB telling you that you need to confirm your file. Again, this is simply to prevent piracy and it should take less than a minute to accomplish via the Internet. You are given a grace period so you don't have to confirm your file right that minute if you're in the middle of something. Also, whenever you upgrade your MYOB software to a new version you'll have to confirm your Company File again within 30 days. Finally, the MYOB License will allow you to activate a total of five Company Files. For this reason, don't go nuts while you're learning MYOB and activate every file you create. You'll soon run out of licenses. MYOB does, however, make additional licenses available under certain circumstances. You'll need to contact MYOB and request this. And that's it for this lesson. Let's move on to the next one.
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