Release Notes. MYOB AccountRight Basics About AccountRight 2011

Transcription

1 Release Notes MYOB AccountRight Basics AccountRight Basics 2011 is MYOB s next generation of BusinessBasics software. As well as having a new look and feel, AccountRight Basics 2011 is more powerful and flexible, and can do more than ever before. It has all the features you are familiar with, as well as new additional functions to make managing your business easier. In order to start using this new release of AccountRight Basics, you ll need to upgrade your current software. About AccountRight 2011 AccountRight 2011 is the software you know on the outside, rebuilt on a new technology platform. This change is the most significant to occur with MYOB s accounting software in more than 20 years. It means we can provide you with regular software improvements as needed, and it also lays the foundations for us delivering online access in the near future. But because of this major change 'under the hood', you may also notice differences the responsiveness of your software. For example, some windows and reports might be slower to load the first time you access them, or there may be a pause when you record a transaction. These are issues we are working to address as part of our commitment to deliver more software improvements more often. To minimise the likelihood of slower performance, check that your computer meets all the minimum system requirements and is running at optimum efficiency. MYOB Technology Pty Ltd 2011

2 Check for software updates To ensure you are working with the latest version of AccountRight, check for software updates regularly. For more information about checking for updates, see Install on page 7. Note that we have already delivered a service pack to address some known issues and there may be additional updates to address other issues. Report issues with this release If you discover an issue after upgrading your software, there may already be a solution. Check this AccountRight 2011 support note Support note Search the community forum for your issue at community.myob.com. If you can t find a reference to your issue, and you want to report it, start a thread on the forum or contact MYOB Support. Get started Upgrading from MYOB BusinessBasics? If you are upgrading from MYOB BusinessBasics, you ll need to upgrade your current software and your company file before you can start using AccountRight Basics. Go to Upgrading from BusinessBasics on page 4 Existing AccountRight Basics user? If you are already using AccountRight Basics v2011, follow the instructions for installing the latest release and upgrading your file. Go to Upgrading AccountRight Basics on page 16 2 RELEASE NOTES GET STARTED

3 What if I need more help? Apart from this document, there are also a number of other support and assistance options. Support including phone, live chat and support (Cover customers only). See myob.com.au/support Support Notes Upgrade information, troubleshooting and support documents are available on the MYOB website at myob.com.au/supportnotes Community forums View topics and discussions related to this upgrade on the MYOB community forums at community.myob.com Help Centre You may find the information you are looking for by searching the Help Centre. You can access the Help Centre by pressing F1 in any AccountRight window. Video demonstrations Watch videos demonstrating the features in AccountRight Basics. See help.myob.com.au/showme MYOB Certified Consultants MYOB Certified Consultants are independent consultants whose knowledge, skill and experience are endorsed by MYOB. Certified Consultants can assist you with installing, setting up and using your software. To locate an MYOB Consultant, visit myob.com.au/support/ccmembers MYOB Licence Agreement IMPORTANT READ THIS CAREFULLY BEFORE PROCEEDING. This Product (consisting of the user documentation and the installation CD or other media containing the Software) is sold subject to the terms of a Software Licence Agreement, notification of which has been provided to you so that you are now legally bound by its conditions. The full terms of the Licence are included in the user documentation and the installation CD. HOWEVER, if the Licence Agreement contains anything of which you were not aware prior to purchasing the Product or do not agree to be bound by, DO NOT INSTALL THE SOFTWARE but return the Product to the reseller in its entirety and a full refund of the purchase price will be made. By installing the Software and keeping the Product you are confirming that you have purchased the Product subject to this Licence and are bound by its provisions. RELEASE NOTES WHAT IF I NEED MORE HELP? 3

4 Upgrading from BusinessBasics Start here if you are upgrading from MYOB BusinessBasics. If you are upgrading from AccountRight Basics v2011.0, see Upgrading AccountRight Basics on page 16. What is upgrading? Upgrading is a two-part process that involves first installing AccountRight Basics, then upgrading your BusinessBasics company file to use with it. When you upgrade your company file, the records and transactions within your file are copied into a format that will work with AccountRight Basics. You can view a video that explains the upgrade process at help.myob.com.au/showme Depending on how your company file was set up in BusinessBasics and how you used it, you may need to complete some additional upgrade tasks. These tasks are explained in more detail later. See What are the additional upgrade tasks? on page 6. NOTE : Customer credit card details in your company file To comply with PCI Data Security Standards, only the last four digits of any credit card numbers recorded in BusinessBasics will be available to view in the upgraded company file, and no card expiry dates will be retained. For more information about the Standards, see the PCI Security Standards Council website: 4 RELEASE NOTES UPGRADING FROM BUSINESSBASICS

5 What should I do before I upgrade? We recommend you set aside time outside of your normal business hours to complete the upgrade tasks. Depending on how you currently use your software and on how fast your computer s performance is, allow an hour or more to complete all the upgrade tasks. Do the following before you upgrade: Check that your computer can run AccountRight Basics Operating system Microsoft Windows 7 (32-bit or 64-bit) Microsoft Windows Vista Ultimate (SP1, 32-bit or 64-bit) Microsoft Windows XP Professional (SP3, 32-bit only) For specific requirements for server installations, see the system requirements page at myob.com.au/minimum_specs Hardware Pentium processor at 1GHz or faster 2 GB RAM minimum 2 GB free hard disk space Screen with resolution of at least 1024x768, 32-bit colour Software Adobe Reader (minimum v7) Internet Explorer (minimum v7) Microsoft Office (32-bit) Internet Microsoft Word 2003 to 2010 Microsoft Excel 2003 to 2010 Microsoft Outlook 2003 to 2010 (for card synchronisation) Broadband connection for receiving automatic software updates and accessing help over the internet. NOTE : Hardware and software requirements may differ, depending on you operating system and office environment. For more detailed information about compatible hardware and software, see myob.com.au/minimum_specs Back up your company file data in your current software version See your user documents or the online help for information about how to do this. Know your software serial number You can find your serial number with your CD or on the confirmation from MYOB when you purchased AccountRight. Make sure you are connected to the internet. RELEASE NOTES WHAT SHOULD I DO BEFORE I UPGRADE? 5

6 How do I upgrade? You need to do the following to begin using AccountRight Basics. Task See 1 Install page 7 2 Upgrade page 8 Some users may also need to 3 Do additional upgrade tasks page 11 What are the additional upgrade tasks? There are some things you may have set up or used in BusinessBasics (such as custom-designed invoices), that are not transferred into AccountRight Basics automatically when you upgrade. If you use customised forms (such as purpose-designed invoices with logos) that you want to continue using, they need to be migrated into your upgraded company file. There s an easy-to-use tool we ve included in AccountRight Basics to help you do this. See Migrate customised forms on page 11. If you prepare your BAS or IAS using BASlink, you need to import your BAS setup information to your upgraded company file. See Import BASlink setup on page 12. Customised reports cannot be upgraded. If you have customised reports set up in BusinessBasics, you will need to recreate them in AccountRight Basics. Note that there have been significant improvements to the reports customisation tools in AccountRight, making this task a lot easier. 6 RELEASE NOTES HOW DO I UPGRADE?

7 Install 1: Do these things first If your computer only allows users with administrator privileges to install programs, log in as administrator. Save any open documents and close all programs. 2: Find the installer file If you downloaded AccountRight Basics from the MYOB website 1 Locate the file you downloaded. This will be an.exe file called, for example, MYOB AccountRight Basics 2011.exe 2 Double-click it to start the installation. An installation window appears. If you are installing from a CD 1 Insert the software CD in your computer s CD drive. A welcome window appears. NOTE : If the window does not appear, open the CD drive usually the D:\drive in Windows Explorer and double-click the autorun.exe icon. 2 Click Install AccountRight Basics. An installation window appears. 3: Start the installation 1 In the installation window, follow the on-screen instructions. 2 When installation is complete, select whether you want to launch AccountRight and the Help Centre, and then click Finish. The Software Manager window appears. 3 If an update is available in this window, install it now. 4 To install an update, select it in the Software Manager window and click Install. NOTE : If you have issues while installing AccountRight, try disabling your antivirus software until the installation is complete. If this does not solve the issue, search the MYOB Support Notes at myob.com.au/supportnotes RELEASE NOTES INSTALL 7

8 Upgrade 1: Do these things first Do the following before upgrading your company files: If your cards or items are set up with pictures, these pictures must be saved in a subfolder called Graphics, which is in the same location as the company file you are upgrading. For example, if the file you are upgrading is located at: C:\BBasics1, then make sure the pictures are in a folder C:\BBasics1\Graphics If the pictures are not in this folder when you upgrade, you will need to manually add them to your records again. Note that images over 200KB in size will not successfully upgrade. If you are using Windows Vista or Windows 7, and the company file you want to upgrade is located in a C:\Program Files subfolder, you ll need to log on to your computer as an administrator. 2: Choose the file to upgrade 1 Open MYOB AccountRight Basics. 2 In the Welcome window that appears, click Upgrade a company file. 3 The Upgrade Assistant opens. Click Continue. 4 Click Browse and locate the company file you want to upgrade. This will be your BusinessBasics company file. 8 RELEASE NOTES UPGRADE

9 5 Select it and then click Open. 6 If the company file has a password, type it in the Password field. 3: (Optional) Rename or move the file 1 If you want, change the name of the company file in the Name field. NOTE : Special characters in existing BusinessBasics file names If your existing BusinessBasics company file contains characters that are not allowed in the new file format, such as an ampersand (&), an asterisk (*) or a period (.), these characters will be replaced by an underscore (_) when you upgrade the file. 2 To change the location where the upgraded company file will be saved, click Browse and select the AccountRight library you want to save it in. NOTE : About AccountRight libraries Company files must now be saved in an AccountRight library. This is a folder that s created on each computer you install the new release on, for the purpose of storing company files. Only company files that are in a library folder can be opened using AccountRight. You can view a video about libraries at help.myob.com.au/showme 4: Upgrade and open the file 1 Click Upgrade to start the upgrade process. 2 When complete, click Open Upgraded File. The Sign-on window appears. 3 Click OK to open the company file. The Confirmation Assistant appears. 5: Confirm the file What is confirmation? Confirmation is a way of protecting your software against potential piracy and provides you with the reassurance that you are using an authentic product that can be trusted with your business data. You are prompted to confirm when you upgrade a company file from a previous version. RELEASE NOTES UPGRADE 9

10 1 In the Confirmation Assistant, click I use this company file to record or edit my business transactions. 2 Choose how you want to confirm: Online (the quickest and easiest way to confirm): a Ensure you are connected to the internet. b Choose Confirm Online and then click Next. Your serial number and company file code are sent to the MYOB confirmation server, which returns a confirmation code and extends the file activation. The Conclusion step of the assistant appears. c Click Close. The company file has been confirmed. By phone (Business hours only Recommended only if you cannot connect to the internet from the computer you are working on.): a Select the Confirm by Phone option and click Next. b Call MYOB on the phone number displayed above the Serial Number field and request a licence file to be ed to you. c Once you have received the , detach your licence file and save it to your computer (for example, your desktop). d In the Confirmation Assistant, click Browse next to the Select the licence file to load field, to locate the licence file. e Select the file and click Open. f Click Confirm. 3 Click Close. The company file has been confirmed. 10 RELEASE NOTES UPGRADE

11 Additional upgrade tasks You may need to complete some additional procedures after you upgrade your company file. If you use You need to See customised forms BASlink customised reports migrate them into your upgraded company file. import the BASlink setup file into your upgraded company file. customise them again in the new software version. Note that this will be easier using the new report customisation tools. below page 12 the Help Centre or User Guide. Migrate customised forms If you have custom forms that you want to continue using after you upgrade, they need to be migrated into your AccountRight Basics company file. Note that custom forms are now stored within the company file (rather than in a folder on your computer). So you only need to migrate them into your company file once, instead of upgrading them on each workstation where they are stored. Also note that you cannot migrate customised cheque forms. To migrate custom forms 1 If it is not already open, open the upgraded company file. 2 Go to the File menu and choose Migrate Custom Forms. The Migrate Custom Forms window appears. 3 Click Browse and locate the Forms folder in your previous software version. For example, at C:\BBasics1\Forms RELEASE NOTES ADDITIONAL UPGRADE TASKS 11

12 4 Click Next. All the forms from the previous software version appear in the list. 5 Select only the custom forms you want to migrate and then click Migrate. The selected forms are migrated into your AccountRight Basics company file. Import BASlink setup If you previously used BASlink to prepare your BAS, you need to import the BASlink setup file into AccountRight Basics. This is the file that defines the set up links in the BAS form fields. This file is named [yourabn].bas, for example bas. To import the BASlink setup file 1 If it is not already open, open the upgraded company file. 2 In the Accounts command centre, click BASlink. The BASlink window appears. 3 Select the last month of any BAS period that you would normally prepare a statement for and click Prepare Statement. An information message appears. 4 Click OK. 12 RELEASE NOTES IMPORT BASLINK SETUP

13 5 If a message appears, stating that a previous BASlink version has been found on your computer and asking if you want to import your setup information, click Yes. The Import Setup & Links window appears. 6 If the above message does not appear: a Go to the File menu and choose Setup & Links, then choose Import Setup & Links. b If you are prompted to back up your activity statement, click No. The Import Setup & Links window appears. 7 Locate your previous BASlink setup file. This file is located in the Setup folder within the BASlink folder, in your previous software files. For example, at C:\BBasics1\BASlink\Setup. 8 Click Open. The BASlink setup file is imported. You can check the setup settings of a field by clicking the Setup button next to it. RELEASE NOTES IMPORT BASLINK SETUP 13

14 What s new AccountRight Basics 2011 contains many new features that will help you manage your business more easily and efficiently. To find out more about these changes, see the Help Centre, or watch the New features video at help.myob.com.au/showme New features Store company files in a library An AccountRight library is a defined location where AccountRight company files are now stored. A library can be located on your computer (called My Library), or on a network computer (called a network library). Storing company files in a library makes it easier to manage files. As AccountRight knows where your file is, you won t need to navigate to your file when opening or upgrading it, and you don t need to update shortcuts when updates are installed. You can view a video about libraries at help.myob.com.au/showme Share files on a network You can now share a company file on a network. Any files you add to the AccountRight library can be accessed from another computer using AccountRight. Note that a file can only be accessed by one user at a time. Identifiers You can now assign identifier codes to your cards. This will help you categorise and filter your cards list when creating reports or sending forms. For example, you could assign the V identifier to all your VIP customers, and then send a personalised letter just to your VIP customers. New Look and feel The updated AccountRight interface enables you to see, sort and find the information you need more easily. The addition of the Card File command centre helps you stay in touch with your contacts. Display field help by hovering over a field or button. Access key tasks in the top left corner of windows. Financial control Access powerful tools to help analyse your business financials. These include: Business Insights Company Data Auditor. 14 RELEASE NOTES WHAT S NEW

15 New features Banking and accounts Set budgets for multiple accounts at once, and set budgets for the next financial year Transfer money between accounts Undo bank reconciliations. Sending invoices and statements ing saves you time, paper and postage. You can now: a batch of invoices in one go statements to your customers. Making payments Make electronic payments from your software, and then notify the payee using the new remittance advice form. Reports and forms customisation The customisation tools for designing reports and forms has been completely updated. With a more Microsoft Office-like interface, you can create professional looking reports and forms. Microsoft Office integration Synchronise card details with your Outlook address book Create personalised letters for your clients Export reports to Excel for analysis. Other changes Other changes include being able to spell check some fields, preview forms, create mailing labels and import data more easily. RELEASE NOTES WHAT S NEW 15

16 Upgrading AccountRight Basics Start here if you are upgrading from AccountRight Basics v If you are upgrading from MYOB BusinessBasics, see Upgrading from BusinessBasics on page 4. Upgrading is a two-part process that involves first installing the new AccountRight Basics release, then upgrading your company file to use with it. 1: Do these things first If your computer only allows users with administrator privileges to install programs, log in as administrator. Save any open documents and close all programs. 2: Find the installer file If you downloaded AccountRight Basics from the MYOB website 1 Locate the file you downloaded. This will be an.exe file called, for example, MYOB AccountRight Basics exe. 2 Double-click it to start the installation. An installation window appears. If you are installing from a CD 1 Insert the software CD in your computer s CD drive. A welcome window appears. NOTE : If the window does not appear, open the CD drive usually the D:\drive in Windows Explorer and double-click the autorun.exe icon. 2 Click Install AccountRight Basics. An installation window appears. 16 RELEASE NOTES UPGRADING ACCOUNTRIGHT BASICS

17 3: Start the installation 1 In the installation window, follow the on-screen instructions. If AccountRight Basics is already installed on your computer, the following window will appear. 2 Select Replace and click Next. The previous version will be uninstalled before the new version is installed. 3 When installation is complete, select whether you want to launch AccountRight and the Help Centre, and then click Finish. The Software Manager window appears. 4 If an update is available in this window, install it now. 5 To install an update, select it in the Software Manager window and click Install. NOTE : If you have issues installing AccountRight, try disabling your antivirus software until the installation is complete. If this does not solve the issue, search the MYOB Support Notes at myob.com.au/supportnotes RELEASE NOTES UPGRADING ACCOUNTRIGHT BASICS 17

18 4: Upgrade your company file To use your existing AccountRight Basics file in the new release, you need to add it to the AccountRight library folder. The library folder makes it easier for you to share files on a network. Only company files that are in the library can be opened using AccountRight. The library folder was created when you installed the new release, for the purpose of storing company files. The library folder is called My AccountRight Files, and you ll find it at: Windows 7: C:\Users\Public\Public Documents\MYOB\My AccountRight Files Windows XP: C:\Documents and Settings\All Users\Shared Documents\MYOB\My AccountRight Files You can view a video about libraries at help.myob.com.au/showme To add your existing AccountRight Basics company file to the AccountRight library and then upgrade it, follow the instructions below. To upgrade your company file 1 Start AccountRight Basics. 2 In the Welcome window, click Open a company file. The Open a company file window appears. 18 RELEASE NOTES UPGRADING ACCOUNTRIGHT BASICS

19 3 Click Add a company file to this library. 4 In the window that appears, select the company file you want to add to the library and click Open. The file is added to your AccountRight library and will now appear in the list of company files. 5 Select the file you just added from the company file list and click Open. 6 A message appears telling you that the file needs to be upgraded. Click Yes. 7 Enter your company file password (if you have one) and click OK. A confirmation message will appear when the file has finished upgrading. 8 Click Open Upgraded File to start using the upgraded file. NOTE : Your old file is also saved in the AccountRight library A copy of the preupgraded file will be in your AccountRight library with (Old v2011.0) in the file name. 5: Import your BASlink setup file If you previously used BASlink to prepare your BAS, you need to import the BASlink setup file into AccountRight Basics. This is the file that defines the set up links in the BAS form fields. This file is named [yourabn].bas, for example bas. To import the BASlink setup file 1 If it is not already open, open the upgraded company file. 2 In the Accounts command centre, click BASlink. The BASlink window appears. 3 Select the last month of any BAS period that you would normally prepare a statement for and click Prepare Statement. An information message appears. 4 Click OK. 5 If a message appears, stating that a previous BASlink version has been found on your computer and asking if you want to import your setup information, click Yes. The Import Setup & Links window appears. 6 If the above message does not appear: a Go to the File menu and choose Setup & Links, then choose Import Setup & Links. RELEASE NOTES UPGRADING ACCOUNTRIGHT BASICS 19

20 b If you are prompted to back up your activity statement, click No. The Import Setup & Links window appears. 7 Locate your company s BASlink setup file. This.bas file is located at: Windows 7: C:\Users\* \My Documents\MYOB\AccountRight\2011.0\AU\ BASLink\Setup Windows XP: C:\Documents and Settings\* \My Documents\MYOB\ AccountRight\2011.0\AU\BASLink\Setup where * is your Windows user account name 8 Click Open. The BASlink setup file is imported. You can check the setup settings of a field by clicking the Setup button next to it. What s New Here s what s new in this release. To find out more, see the Help Centre. New features Store company files in a library An AccountRight library is a defined location where AccountRight company files are now stored. A library can be located on your computer (called My Library), or on a network computer (called a network library). Storing company files in a library makes it easier to manage files. As AccountRight knows where your file is, you won t need to navigate to your file when opening or upgrading it, and you don t need to update shortcuts when updates are installed. You can view a video about libraries at help.myob.com.au/showme Share files on a network You can now share a company file on a network. Any files you add to the AccountRight library can be accessed from another computer using AccountRight. Note that a file can only be accessed by one user at a time. Identifiers You can now assign identifier codes to your cards. This will help you categorise and filter your cards list when creating reports or sending forms. For example, you could assign the V identifier to all your VIP customers, and then send a personalised letter just to your VIP customers. 20 RELEASE NOTES WHAT S NEW