MYOB Accounting Plus 18 Tutorials
Creating Your Company File / Users
Subtitles of the Movie (MYOB Accounting Plus 18 / Creating Your Company File / Users)
In this lesson I'm going to show you how to manage users in MYOB. Your MYOB file can contain a lot of financial information about your company and customers, and personal information about your employees and contacts as well. As such, security is a very important issue. MYOB gives you the ability to create a unique User Account for each person who uses your Company File with customisable access privileges for each. Now this is done at the Company File level and not the MYOB software level. This means that you can assign one set of User Privileges for one Company File, and a different set for another file. Of course, this also means that you have to set these User Accounts up for each Company File and that's what we're going to do right now. If you would like to work along with my Example Files, the one for this Chapter is located in Chapter 03 of the Work Files folder. It's called vtc.myo and it is complete up to the end of this Chapter. I'll open this file and when you create a brand new Data File it will contain just one user account, and this is the Administrator Account. You'll see, when you open your new file, that you're presented with a Login Prompt. By default, the User ID is Administrator and the Password is blank. You could just continue using MYOB like this although I wouldn't recommend it. The first thing to do is to give your Administrator Account a Password. To do this, hit the Change Password button. Now you'll need to enter the original password, which in this case is blank because we've just created the file. Then choose your new Password and confirm it. Hit Record and we're done with the Administrator Account. Next you're prompted to activate the File and remember during this course we're not going to do that so we'll choose I want to Activate my Company File later, hit Continue, click through the Activation Warning and Verification dialog, and here's our file. Now, we need to set up our other User Accounts. To do this, choose Setup, Preferences, click the Security tab and hit the User ID's button at the bottom. The List of Users is shown on the left side and their Available Functions is shown on the right. I've only just set up this file, though, so of course no users are shown here. The Administrator Account isn't shown here because that Account will always have access to every function in MYOB. So, let's add a new user. Click the New button at the bottom and up comes the New User Details dialog. Let's give this user a User ID of John, and a Password. In my Work Files the Password will always be the same as the User ID, so I'll type John in here and confirm it here. It's not recommended for your files that you use the same information for the User ID and Password obviously for security reasons. We can't do anything with the last box yet and we're going to cover that in a minute, so for now let's just hit OK. Now we can see the new user, John, in the List at the left. At the moment John has full privileges. Everything in this List John is able to access. So, let's take some of these privileges away. All you have to do for this is click an Activity. An X appears next to that activity and now John, when he logs in, can't get to this activity. If you want to remove the X simply click it again. Now you may notice that some of these activities are indented. That's because they are organised into groups with a hierarchy. For example: Banking, Budgets, and Combining Accounts are all accounts related activities, so they're grouped under Accounts. We can prohibit each of these separately, but we can also prohibit an entire section at one time. If you click Account Information, everything underneath it is also selected. And we can deselect the same way. Go up to Accounts and every activity involving accounts is now selected. As you can see by scrolling down through this list there are a lot of activities in MYOB so it's probably a good idea to take a little bit of time and have a look through these, then you can control exactly what your users can and cannot access. Finally - I'll just select this - and let's have a look at that third box that we couldn't do anything with a minute ago. To do this I'll hit the New button again, and it was this box right here - the Copy Restrictions box. This box allows us to copy all of the restrictions from one user to another. So, this new user, we'll give her a name of Sarah. Once again enter the Password and click the drop-down arrow at the right side, just over here at the right of the Copy Restrictions box, and now you can see John in the list. If we select this and hit Use User, Sarah will now have exactly the same restrictions as John. And this can save a lot of time when setting up, for example, a number of sales staff that need to do nothing other than just make sales and create invoices. Click OK and now Sarah's in the list and you can see that Sarah has the same privileges as John. And that's it for Users in MYOB. Go ahead and practice making and editing a few of your own and then move on to the next lesson.
Tutorial Information
| Course: | MYOB Accounting Plus 18 |
| Author: | Rick Martin |
| SKU: | 34040 |
| ISBN: | 1-935320-75-0 |
| Release Date: | 2009-09-25 |
| Duration: | 9 hrs / 130 lessons |
| Work Files: |
Yes |
| Captions: | No |
| Compatibility: |
Vista/XP/2000, OS X, Linux QuickTime 7, Flash 8 |
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