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Copyright Notice:Copyright ©2010 Software Publications Pty Ltd. All rights reserved.
No part of this material may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying or by information retrieval systems) without permission in writing from Marian Brown.
Originating Author:
Marian Brown Dip T [Commerce], MICB BAS Agent
Cert IV Workplace Training and Assessment, Cert IV in Financial Services [Bookkeeping] MYOB Certified Consultant for 15 years, BAS Agent
MYOB Accredited Author, MYOB Publisher, MYOB Accredited Trainer MBS Training Services Pty Ltd
sales@mbsts.com.au www.mbsts.com.au
Revised August 2010:
Cindy Drew, Dip Teach, B Ed., MICB BAS Agent
Cert IV in Financial Services [Bookkeeping] MYOB Certified Consultant 10 years
MYOB Accredited Trainer MYOB Developer
Training and Business Services Pty Ltd www.tabs.com.aa
Publishers:
Software Publications Pty Ltd [ABN 75078026150] Head Office – Sydney
Unit 10, 171 Gibbes Street Chatswood NSW 2067 Phone: 1 800 146 542
Web address: www.softwarepublications.com.au
ISBN 978-1-921780-00-4
Copyright/Trademark Information:
MYOB®, MYOB AccountEdge®, MYOB AccountRight Standard™, MYOB AccountRight Plus™, MYOB BusinessBasics™, MYOB FirstEdge®, MYOB M-Powered®, MYOB M-Powered Services™, MYOB M-Powered Bank Statements™, MYOB M-Powered Invoices™, MYOB M-Powered
MoneyController™, MYOB M-Powered Payments™, MYOB ODBC Direct™, MYOB PowerPay®, MYOB AccountRight Premier® and MYOB AccountRight Enterprise® are registered trademarks or trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of Solution 6 Holdings Limited, a member of the MYOB group.
Bpay® is a registered trademark of Bpay Pty Ltd, ABN 69 079 137 518. MasterCard® is a registered trademark of MasterCard International Inc.
Microsoft, Access, Excel, Internet Explorer, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. VISA® is a registered trademark of Visa International Service Association.
Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners.
Screen captures from MYOB AccountRight Plus v19 reproduced with permission.
Limitations of Liability:
This material is designed to provide basic information on how to use MYOB AccountRight
Standard/AccountRight Plus v19. Because business circumstances can vary greatly, the material is not designed to provide specific GST or business advice for particular circumstances. Also, because aspects of the GST are complex and detailed, the material is not designed to comprehensively cover all aspects of the GST. Further, the laws implementing GST and rulings and decisions under those laws may change. Before you rely on this material for any important matter for your business, you should make your own enquiries about whether the material is relevant and still current, and whether it deals accurately and completely with that particular matter; and as appropriate, seek your own professional advice relevant to that particular matter.
This information is for the general information of MYOB clients and is not to be taken as a substitute for specific advice. Consequently Software Publications Pty Ltd will accept no responsibility to any person who acts on information herein without consultation with Software Publications Pty Ltd.
The information in this book is relevant to MYOB AccountRight Plus v19. Earlier or later versions of MYOB software could change the instructions in this workbook.
Please note:
The information in this workbook is accurate at the time of revision [August 2010] only. Because legislation and associated websites are constantly changing, url’s and screen dumps of websites in this workbook may have changed.
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Learning Outcomes
Back up your data file Restore your back up
Back Ups
Back Ups are an essential part of your daily routine.
A back up is a copy of your data file in the event of something happening to your original data file such as corruption, virus or theft.
(i) Make sure you have your “Browns Plumbing v19” data file OPEN. (ii) Check your “Preferences” to check on the back up options within MYOB.
(a) Click on “Setup” in the Menu Bar. (b) Choose “Preferences”.
(c) click on the “Security” TAB.
(iii) Your data file should also be checked or verified for corruption when you
back up your file.
Tick the following option:
(iv) Click on “OK”.
When working on your MYOB data file, you must BACK UP at the end of every session/day. It is recommended that you make at least one back up.
BACK UP 1 could be stored on your computer and used if you make a big mistake in your
current data file and do not wish to correct your errors or your working data file is accidentally deleted or corrupted.
BACK UP 2 must be stored away from your computer eg take home with you if your computer
is at a place other than your home, or in another part of the house on an external device eg CD, USB drive, zip drive or floppy – to be used in the event of theft, fire or virus infection of your computer.
To make a BACK UP of your current data file: (i) Click on “File” in the Menu Bar. (ii) Select “Back Up”.
The following dialog box is displayed.
(iii) Read the contents of the dialog box. Select the buttons above. (iv) Click on “Continue”.
You can make a copy of your data file + BAS + forms + letters + spreadsheets + customised reports [features covered in other workbooks].
A data-checking message will appear. Hopefully you will have no errors. If you have, MYOB is warning you that your file is corrupted and you should not continue using this data file. You should optimise your data file [“File, Optimise”] then verify again. If the file is still corrupted, you must restore a previous back up copy.
(v) Click on “OK” to continue with the backup.
Your Back Up window in MYOB Accounting, could look like this in Windows XP and Vista.
You always back up your data file to a different location to your data file ie in this workbook your data file is most likely on C:, therefore you will backup to say YOUR ZIP DRIVE, CD DRIVE, MP3 or USB DRIVE or back up to the “Backup” directory in the MYOB directory.
In this workbook:
Your back up dialog box could look like this in Windows XP or Vista [backing up to an external drive eg USB]
(vii) Note the name of your back up: “myob{date}.zip”.
date = month/date
ZIP means that this data file will be compressed, so that a large data file can be stored on a disk.
[In a classroom situation, you could use your “Page Number” as your back up name.]
This back up name is a good idea, because every day your back up is a different file with a different name {date}.
You should not, however, use the same device every day. You should use at least 2 USBs, CDs etc in case one is damaged or lost.
(viii) Click on “Save” [and “OK”] to make a back up copy.
(ix) Your data file will now be zipped and saved in the nominated location. (x) EXIT your MYOB data file.
Your back up device will be displayed here.
(xi) Because of the “Security” preference set up, the BACK UP prompt now appears. This gives you a chance to make a second back up. In this workbook, you will not be required to make a second back up.
(xii) Click on “No” as you already have a back up, however if you forget before you exit, you can always make ONE back up at this point.
(xiii) Now use “WINDOWS EXPLORER” or “MY COMPUTER” to check on the existence of your BACK UP copy. Name will be myob{date}.zip.
Restoring Your Back Up
Computers are reliable but not perfect. Consequently, each day you must back up your data. You have just backed up your data. Assume your original data file has been corrupted. You will now restore the back up data file.
To restore your back up:
(i) Click on the “MYOB” icon on your desktop.
(ii) In this workbook, insert your BACK UP device if required.
(iii) In your “Welcome to MYOB”, CLICK on “Open your company file”. (iv) An Open Dialog box appears. Locate in this box, the back up
file you wish to restore.
Your window could look like this in Windows XP and Vista.
No data files are displayed because MYOB is looking for an “*.MYO” data file, however your backup is an “*.zip” file.
(vi) Locate the back up file [“myob{date}”] and select by double-clicking on
the name of your data file.
(vii) A “Save As” dialog box appears with a document name.
LOCATION
LOCATION
(viii) Now select the location of the restored data file [perhaps C:\Plus19ED] and give the restored file a new name [“UNIT 6”] because your original file cannot be replaced. In MYOB Accounting, your window could look like this in Windows XP and Vista..
(ix) Click on “Save”.
(x) An alert message appears showing you what the decompressed file will be named and where it will be located.
(xi) Click on “OK”.
(xii) Sign on as “Administrator” [in this workbook] or sign on with your User ID and Password in your business.
(xiii) Click on “OK”.
You can now continue entering data in your restored file.
In business it would be a good idea to delete the corrupted data file.
Exit MYOB.
