MYOB ClientConnect
2
MYOB New Zealand Ltd Website: myob.co.nz
MYOB Australia Pty Ltd ABN 13 086 760 198 Website: myob.com.au
© MYOB Technology Pty Ltd 2009 All rights reserved.
Disclaimer
Information supplied by the member companies of the MYOB group (whether in user documentation and other literature, video or audio material, training courses, websites, advice given by staff, or provided by other means) is intended only to illustrate general principles, and may not be complete, accurate or free of error. As accounting standards, taxation requirements, legislation and the circumstances of individual businesses vary widely, this information cannot be considered authoritative and may not apply to your specific situation. You should obtain competent advice from a qualified accounting, taxation, information-technology or legal professional before acting on such information. To the extent permitted by law, member companies of the MYOB group are not liable for any special, consequential, direct or indirect damages arising from loss of function, profits or data resulting from your application of such information. In the event that any of the above limitations are found to be unenforceable, the MYOB member company's liability is limited to the return of any fees or monies paid for the purchase of the product or service.
Trademarks
MYOB®, MYOB Accountants Office®, MYOB AccountEdge®, MYOB Accounting™, MYOB Accounting Plus™, MYOB BusinessBasics™, MYOB CashBasics™, MYOB ClientConnect™, MYOB EXO Business™, 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 DeveloperPack™, MYOB ODBC Direct™, MYOB
PowerPay®, MYOB Premier®, MYOB Premier Enterprise®,Accountants Office®, AccountEdge®, Accounting Plus™, BusinessBasics™, ClientConnect™, FirstEdge®, M-Powered®, M-Powered Superannuation™, ODBC DeveloperPack™, ODBC
Direct™, PowerPay® and Premier® 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.
4D Tools® is a registered trademark of 4D S.A. BPAY® is a registered trademark of BPAY Pty Ltd, ABN 69 079 137 518.
CaseWare® is a registered trademark of CaseWare International Inc. HandiLedger® is a registered trademark of HandiSoft Software Pty Ltd. POSTbillpay® is a registered trademark of the Australian Postal Corporation.
Adobe®, Acrobat®, Acrobat Reader®, Adobe Reader®, PDF™, and PostScript® are trademarks or registered trademarks of Adobe Systems Incorporated.
AddressBook, Apple®, iCal®, Macintosh®, and QuickTime® are registered
trademarks of Apple Inc. Mac and the Mac logo are trademarks of Apple Inc., used under licence. MobileMeSM is a service mark of Apple Inc.
QuickTime® and the QuickTime logo are registered trademarks of Apple Inc.
SM2DGraphView Copyright 2002-2008 Snowmint Creative Solutions LLC snowmintcs.com/
Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion Solutions Corporation.
Crystal Reports® is a registered trademark of Crystal Decisions, Inc. in the United States or other countries.
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.
Quicken® and QuickBooks® are registered trademarks of Intuit Inc. 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.
3 INT R O D U C T IO N
1
Introduction
MYOB ClientConnect is a contact management system that works with Microsoft Outlook.
ClientConnect uses the Outlook interface and database. You can take advantage of Outlook features such as email and schedules, as well as the relationship management and sales processing features available in ClientConnect.
You can also use ClientConnect in conjunction with your MYOB business management software (such as MYOB Premier and MYOB Accounting) to create a complete accounting and contact management solution. For information on how to use MYOB ClientConnect with your MYOB business management software, see Chapter 2, starting on page 7.
Setting up MYOB ClientConnect
To start using MYOB ClientConnect, you need to do the following:
Before you begin
MYOB ClientConnect works in conjunction with Microsoft Outlook. Before you can use ClientConnect, you need a compatible version of Outlook installed on your computer.
Before installing, ensure that your system meets the minimum system requirements.
Task See
1 Install your software page 4
2 Set up MYOB ClientConnect page 5
Operating system
• Windows 2000 (Service Pack 4) • Windows XP (Service Pack 3) • Windows Vista (Service Pack 1)
Hardware • Pentium processor at 1 GHz or faster • 1 GB RAM or higher
• 2 GB free hard disk for program installation
Software • Microsoft Office XP, Microsoft Office 2003 or 2007, with Microsoft Outlook.
4 C H A P T E R 1 I N T R O D U C T I O N
Install your software
NOTE : Serial number required You need your MYOB
ClientConnect serial number to install your software. You can find your serial number on the CD envelope.
1 If the computer you are installing MYOB ClientConnect on only allows people with administrator privileges to install programs, log in as an administrator.
2 Close any open programs. Note that Microsoft Outlook, must be closed before you can install MYOB ClientConnect. 3 Insert the MYOB ClientConnect installation CD. An
installation browser appears.
If this window does not appear, open the CD drive in Windows Explorer—usually the D:\ drive—and double click the autorun.exe icon.
4 Follow the onscreen instructions to install the software. 5 When the installation is complete, restart your computer.
S E T U P M Y O B C L I E N T C O N N E C T 5
Set up MYOB ClientConnect
Before using ClientConnect, you need to configure your ClientConnect settings and set up your ClientConnect mail folders in Outlook.
To set up MYOB ClientConnect
1 Launch Microsoft Outlook. The Activate MYOB
ClientConnect window appears.
2 If you have an activation key, enter your key in the Activation Key field.
3 Click Activate (or Later if you don’t have a key). The
ClientConnect Setup window appears.
NOTE : Activation key needed to use MYOB ClientConnect Plus Before you can access the features in MYOB
ClientConnect Plus (such as Opportunity Quotes), you need to enter an MYOB ClientConnect Plus activation key. If you don’t yet have an activation key, you can enter it later. To do this, choose About ClientConnect from the Help menu and then click Upgrade ClientConnect in the window that appears.
4 Enter the user name that will appear when you display ClientConnect data.
5 If you are using MYOB ClientConnect Plus, click Next. The next page of the wizard appears.
6 C H A P T E R 1 I N T R O D U C T I O N
6 Select the Outlook folder where you want ClientConnect to be installed.
7 Specify which Outlook folder to store your MYOB ClientConnect details in.
a Click Set Contact Folders. The Set Working Contact Folder window appears.
b Select the Outlook folder you want to use.
c Click OK.
8 Click Finish. Any existing Outlook contacts in your working contacts folder are synchronised with MYOB ClientConnect.
9 In Outlook, expand the MYOB ClientConnect mail folder.
10 Select one of the MYOB ClientConnect folders. MYOB ClientConnect is automatically initiated.
7 U S IN G C L IE N T C O NN E C T W IT H M Y O B BU S INE S S M A NA G E M E NT S O F T W A R E
2
Using ClientConnect with
MYOB business management
software
This chapter describes how to use MYOB ClientConnect in conjunction with your business management software.
Note: MYOB business management software includes MYOB Premier Enterprise, MYOB Premier, MYOB Accounting Plus and MYOB Accounting. If you are using MYOB EXO Business, refer to MYOB ClientConnect Help for more information.
Overview
Many businesses have a sales operation and a back office. The sales operation handles day-to-day sales tasks, such as following up sales leads and giving quotes, while the back office handles general business tasks, such as bookkeeping, paying wages and bills, and reporting tax amounts.
Your integrated MYOB contact management and business management solution is designed to handle the unique needs of each area:
MYOB ClientConnect is designed to manage your client relationships
MYOB business management software (such as MYOB Premier or MYOB Accounting) is designed to manage your back office.
Although each component runs independently, you can use features in both to manage your contact information. Contact synchronisation You can synchronise your MYOB cards with your ClientConnect contacts stored in Microsoft Outlook. This makes it easier for you to keep both your MYOB cards and your ClientConnect contact details up to date. For more information, see ‘Contact synchronisation’ on page 8. Opportunity quotes [MYOB ClientConnect Plus and MYOB EXO ClientConnect only] You can create an opportunity quote in ClientConnect and record quote details in your business management software. A log is also recorded in ClientConnect to track the client activity.
8 C H A P T E R 2 U S I N G C L I E N T C O N N E C T W I T H M Y O B B U S I N E S S M A N A G E M E N T S O F T W A R E
Before you begin
Before you can use MYOB ClientConnect in conjunction with MYOB business management software, you need a compatible version of MYOB business management software installed on your computer.
Contact synchronisation
In MYOB business management software, contact details for your customers, suppliers, employees and personal contacts are stored as cards in the MYOB card file. In MYOB ClientConnect, these details are stored as Outlook contacts. You can use the card synchronisation feature in your business management software to keep the details in both locations up to date.
Before you can use your MYOB card information in ClientConnect, you need do the following:
Task 1: Synchronise MYOB cards with
Microsoft Outlook contacts
When you synchronise cards, the following details are sent to Outlook: company name or contact name, address, email and web addresses, and telephone, fax and mobile numbers. Back up your Outlook contacts Synchronising your MYOB cards to your Outlook contacts may change the details recorded in your Outlook contacts. Back up your Outlook contacts before synchronising. See Microsoft Outlook help for instructions.
Australia • MYOB Premier Enterprise v 6.5, or higher • MYOB Premier v12.5, or higher • MYOB Accounting Plus v18.5, or higher • MYOB Accounting v18
New Zealand • MYOB Premier Enterprise v 6, or higher • MYOB Premier v12, or higher • MYOB Accounting Plus v18, or higher • MYOB Accounting v18
Task See
1 Synchronise MYOB cards with Microsoft
Outlook contacts
below
2 Synchronise Outlook contacts with MYOB
ClientConnect
C O N T A C T S Y N C H R O N I S A T I O N 9
To synchroniseyour MYOB cards with your Outlook contacts
CAUTION : Single-user access required Synchronising cards and Outlook contacts requires single-user access. For more information, see MYOB Help.
1 Go to the Card File command centre and click Cards List. The Cards List window appears.
2 Click Sync Cards. The Synchronise Cards window appears.
3 Select the card types that you want to synchronise. NOTE : You can synchronise cards from any of the Cards List views (All Cards, Customer, Supplier, Employee and Personal) The default card type selected varies according to the tab you are on when you click Sync Cards.
4 Click Synchronise Cards. The Import and Export Options
window appears.
5 If you want to include inactive cards in your synchronisation, select the Allow the export of inactive MYOB cards to Outlook option. For information about inactive cards, see MYOB Help.
6 Select a synchronisation rule from the Update Rules list. For more information, see MYOB Help.
7 Click Export. A Microsoft warning appears.
8 Authorise your MYOB software to access your Outlook contacts:
a Select the Allow access for option.
b Select a period from 1 minute to 10 minutes. c Click Yes.
The export process starts.
9 If you selected the Update existing contacts rule or the Do not update existing contacts rule, the Outlook Sync - Export Summary window appears. Go to step 10. If you selected the Ask me to confirm updates rule, the
Outlook Sync - Confirm Update to Outlook Contact
window appears.
Select how you want to deal with each update. When you have confirmed all updates, the Outlook Sync - Export Summary window appears.
10 Review the export summary. For more information, see MYOB Help.
1 0 C H A P T E R 2 U S I N G C L I E N T C O N N E C T W I T H M Y O B B U S I N E S S M A N A G E M E N T S O F T W A R E
Task 2: Synchronise Outlook contacts
with MYOB ClientConnect
When you export your MYOB cards to your Outlook contacts, your contacts are saved by default to group contact folders. For example, customer contacts are saved to a folder called
MYOB Customers.
Before you can use these contact details in MYOB ClientConnect, you need to specify the Outlook contact folders where your cards are saved.
To synchronise Outlook contacts with ClientConnect
1 Open Microsoft Outlook.
2 Expand the MYOB ClientConnect mail folder and select
Contact Manager. The Contact Manager window appears.
3 Click Filter.
The ClientConnect Contact Manager Filtering window appears.
4 Click Refresh Folders.
The MYOB group contact folders appear. 5 Select the folders you want to synchronise with
ClientConnect.
6 Click OK. Your MYOB cards are synchronised with ClientConnect.
O P P O R T U N I T Y Q U O T E S 1 1
Opportunity quotes
Note: This feature is only available in MYOB EXO ClientConnect and MYOB Client Connect Plus.
You can use MYOB ClientConnect to create a quote for a sales opportunity. If you want, you can set up ClientConnect to record the quote details in your business management software. For more information, see ‘Creating opportunity quotes’ on page 13. However, before you can record a quote in your MYOB business management software, you need to do the following.
Task 1: Specify your MYOB business
management software
1 Open the Opportunity Manager.
2 Choose ClientConnectAdministrator from the Tools menu. The ClientConnect Administrator window appears.
3 Click the General tab.
Task See
1 Specify your MYOB business management
software
below
2 Link MYOB ClientConnect with your MYOB
company file
1 2 C H A P T E R 2 U S I N G C L I E N T C O N N E C T W I T H M Y O B B U S I N E S S M A N A G E M E N T S O F T W A R E
4 In the Configure Quote section, select your MYOB business management software from the list.
5 Click Close.
Task 2: Link MYOB ClientConnect with
your MYOB company file
When you are ready to record your first quote, you need to link MYOB ClientConnect with your MYOB company file (that is, the file that stores your MYOB business management information). CAUTION : Single-user access required Creating quotes in MYOB ClientConnect requires single-user access to your MYOB business management software. Also, you need to be logged in to your MYOB company file with your user account details.
To link MYOB ClientConnect with your MYOB company file
1 In Outlook, open the Opportunity Manager. 2 Choose New Opportunity from the New menu. The
Opportunity window appears.
3 Select the contact or company you want to create a quote for. 4 Type a description in the Opportunity Description field. 5 Click Quote.
6 In the window that appears, click Yes to save the quote. A message appears informing you that you need to set up the quote feature.
7 Click OK. The MYOB Connection Configuration window appears.
O P P O R T U N I T Y Q U O T E S 1 3
8 Specify your MYOB company file details.
9 Click Apply. The Sales - New Item window appears, displaying the quote details.
10 Complete the quote as you normally do.
Creating opportunity quotes
When you create an opportunity quote, a quote transaction is recorded in the MYOB company file that you linked to
ClientConnect (see step 8 in ‘To link MYOB ClientConnect with your MYOB company file’ above).
The time and date is also recorded in the Notes tab of the opportunity in ClientConnect.
After you have recorded a quote, you can change the status of the quote (to an order or an invoice), record a payment and print the quote on customised stationery in your MYOB company file. CAUTION :Single-user access required Creating quotes in MYOB ClientConnect requires single-user access to your MYOB business management software. Also, you need to be logged in to your MYOB company file with your user account details.
To record an opportunity quote
1 Close your MYOB business management software. 2 In Outlook, open the Opportunity Manager. 3 Choose New Opportunity from the New menu. The
Opportunity window appears.
4 Select the contact or company you want to create a quote for. 5 Type a description in the Opportunity Description field. 6 Click Quote.
7 In the window that appears, click Yes to save the quote. NOTE : New contacts If the company or contact is not found in your MYOB business management software, a window appears with the option to create a customer card for this contact. If you want to create a card, click Create.
A User ID and Password
Type your MYOB company file user account details in the User ID and Password fields. These are the user account details that you enter when you open your MYOB company file.
B Company file
Click Browse to locate and select your MYOB company file. Note that your company file has an ‘.myo’ file extension, for example Clearwater.myo.
C MYOB software
Click Browse to locate and select your MYOB software executable file. Note that the executable file has an ‘.exe’ file extension, for example myobp.exe.
C
B A
1 4 C H A P T E R 2 U S I N G C L I E N T C O N N E C T W I T H M Y O B B U S I N E S S M A N A G E M E N T S O F T W A R E
The Sales - New Item window appears, displaying the contact's shipping address and invoice terms.
8 Enter the items or services you are selling.
9 If you want to print the quote on default stationery, click
Print.
10 Click SaveQuote.
When you save a quote, the time and date is recorded in the
Notes tab of the opportunity.
A quote transaction is also recorded in your MYOB company file.
