Managing user accounts

If several people enter transactions into the same company file, you can control which command centres, windows and transactions they can access with user accounts. The ability to limit users’ access can help to minimise fraud: for example, you can prevent a person who places orders with suppliers from also being able to pay suppliers, minimising the likelihood of paying false purchases.

User accounts

A user can only open a company file by completing the Sign-on window. The user must enter a user ID and password to gain access to the user account. Then, whenever a user enters a transaction, MYOB software labels it with the user ID. This allows you to keep track of who entered particular transactions, which is useful when following up disputes with suppliers or customers and pinpointing fraudulent transactions.

tip : Restrict access to employee information

User IDs can be set up to restrict access to employee payroll, banking and contact information stored in the card file and on reports. You can select broad restrictions, such as disallowing access to the employee card file, or you can set specific restrictions, such as viewing employee banking details. If you want to prevent a user from editing and viewing all payroll details, you need to restrict access to payroll reports as well as to employee card information and payroll command centre functions.

Administrator account

The Administrator account is a default user account always present in all company files and cannot be deleted. This special user account is the only one with access to all command centres, functions and windows.

The person logged on as Administrator is able to create, edit and delete ordinary user accounts. For that reason, as soon as you create a company file, you should supply a password for the Administrator account; otherwise any user can log in and enter, edit and delete transactions without leaving a trace. For more information, see Set a password for the Administrator user ID.

[MYOB Accounting Plus only] Simultaneous users

MYOB Accounting Plus allows more than one user to access a company file. Though MYOB Accounting Plus provides you with a single network licence at the time of purchase, you can buy additional licences (also known as workstation seats) whenever the need arises.

To create a user account

1	Start your MYOB software and click Open your company file in the welcome window that appears.

2	In the Open window, select the company file to be opened and click Open.

3	In the Sign-on window, type Administrator in the User ID field, type the administrator’s password in the Password field, and click OK. Only the Administrator account allows you to create, edit and delete user accounts.

4	Go to the Setup menu and choose Preferences.

5	In the Preferences window, click the Security tab and then click User IDs. The User Access window appears.

6	Click New to open the New User Details window.

7	Type the user’s name in the User ID field, then type the password in the Password and Confirm Password fields.

8	If you want to copy the restrictions you’ve set up for another user, type or select an existing user account in the Copy Restrictions field.

9	Click OK. The new user account appears in the User ID column of the User Access window.

10	Click the new user account in the User ID column, then click in the Not Allowed column next to those command centres or functions to be denied to the user.

11

Click OK.

To activate your company file for additional workstation licences [MYOB Accounting Plus only]

When the volume of transactions grows too large for a single person to handle, you can purchase extra workstation licences to allow additional users to access the company file simultaneously.

Before you begin, have your credit card on hand.

1	Start MYOB Accounting Plus and open the company file requiring extra workstation licences.

2	Go to the Setup menu and choose Company Information.

3	In the Company Information window, click License.

4	Call Customer Service at the number given in the Enable License window and follow the Customer Service representative’s instructions.

note : Write down the confirmation code

Ask the Customer Service representative for the company file’s confirmation code—you may need to activate the extra licences you purchased.

5	Confirm the extra workstation licences.

n	If you want to confirm via the Internet, click Enable Online and click OK.

n	Otherwise, type the confirmation code given to you by the Customer Service representative in the Enter Confirmation Code field and click OK.

Related Topics

■	Set up preferences

■	Auditing your records