Implementation Guide

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Implementation Guide | Manualzz

This material is copyright. It is intended only for MYOB Enterprise Solutions Business Partners and their customers. No part of it may be reproduced in any way without the prior permission of MYOB.

MYOB has carefully prepared this material but excludes (to the extent allowed by legislation) any direct or indirect liability arising from errors or omissions or from its use. Any case studies (including the application of particular accounting standards or legislation) are representative examples only, and will not directly apply to the user's own circumstances. They are not a substitute for professional advice. Users must check that third party materials, for example from the IRD and the

ATO, are current at the time they are used.

MYOB is an internationally registered trademark of MYOB Technology Pty Ltd. The use of this trademark and MYOB’s other trademarks is prohibited without prior consent. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners.

MYOB EXO BUSINESS Implementation Guide

Introduction 6

Installation Scenarios ............................................................................................ 6

All Components on One PC ....................................................................................... 6

Components on Multiple PCs ................................................................................... 6

Shortcuts Installed on Client PCs .............................................................................. 7

Networking Scenarios ........................................................................................... 7

System Requirements ........................................................................................... 8

Database Server ........................................................................................................ 8

Client Workstation .................................................................................................... 9

Other Requirements ................................................................................................. 9

Installing MYOB EXO Business 10

Introduction ....................................................................................................... 10

Installing SQL Server ........................................................................................... 10

Installing MYOB EXO Business ............................................................................. 11

Default Users ...................................................................................................... 17

Uninstalling MYOB EXO Business ......................................................................... 17

Install File Locations ............................................................................................ 18

Migrating Data to MYOB EXO Business 20

Introduction ....................................................................................................... 20

Preparing an MYOB Premier Company File .......................................................... 20

Upgrading to MYOB Premier v10 or later ............................................................... 21

Optimising the Company File .................................................................................. 22

Verifying the Company File ..................................................................................... 23

Reconciling Control Account Balances .................................................................... 24

Performing a Year End Close ................................................................................... 29

Checking Item Numbers .......................................................................................... 33

Migration Checklist 1: Preparing the MYOB Premier company file ........................ 34

Preparing Aurora One Company Data .................................................................. 36

Upgrade Aurora One to v16 .................................................................................... 36

Optimise the Database ........................................................................................... 36

Remove Unallocated Transactions ......................................................................... 37

Post all Batches to General Ledger ......................................................................... 37

Remove Duplicate GL Accounts .............................................................................. 37

Perform Year End Close .......................................................................................... 37

Check Data Validity ................................................................................................. 37

Migrating the Data .............................................................................................. 38

Install and Set Up SQL Server .................................................................................. 38

Install and Set Up the MYOB ODBC Connection ..................................................... 38

MYOB Premier Company File ID and Password ...................................................... 39

Run the Migration Wizard ....................................................................................... 39

Map and Update Tax Codes (Premier Only) ........................................................... 48

Migration Checklist 2: Migrating the MYOB Premier company file ........................ 49

Analysing Migrated Premier Data ........................................................................ 50

General Ledger ........................................................................................................ 50

MYOB EXO BUSINESS Implementation Guide

Debtors .................................................................................................................... 53

Creditors .................................................................................................................. 55

Stock ........................................................................................................................ 56

Data Migrated from Aurora One .......................................................................... 59

General Ledger ........................................................................................................ 59

Debtors .................................................................................................................... 59

Creditors .................................................................................................................. 60

Stock ........................................................................................................................ 60

Periods .................................................................................................................... 60

Tax Rates ................................................................................................................. 61

Branches .................................................................................................................. 61

Staff ......................................................................................................................... 61

Bill of Materials ....................................................................................................... 61

Migration Troubleshooting.................................................................................. 62

Migration Results .................................................................................................... 62

Migrate SQL Debugger ............................................................................................ 62

Common Errors ....................................................................................................... 63

Preparing the New MYOB EXO Business Database ............................................... 64

General Ledger Reconciliation ................................................................................ 64

Debtors Reconciliation ............................................................................................ 65

Creditors Reconciliation .......................................................................................... 66

Stock Reconciliation ................................................................................................ 67

Bank Reconciliation ................................................................................................. 67

Migration Checklist 3: Preparing the new MYOB EXO Business database ............. 68

Configuring MYOB EXO Business 70

Introduction ....................................................................................................... 70

Setup Mode ............................................................................................................. 71

Maintenance Mode ................................................................................................. 71

Configuration Settings ............................................................................................ 71

Database Update ................................................................................................ 73

Running the Database Update ................................................................................ 73

Database Update Troubleshooting ......................................................................... 75

Registration and Licensing ................................................................................... 76

Registration Keys ..................................................................................................... 76

Add-on Modules...................................................................................................... 77

Company Details ..................................................................................................... 78

Configuring Business Essentials ........................................................................... 78

Implementation Notes ............................................................................................ 78

General Settings ...................................................................................................... 78

General Ledger ........................................................................................................ 79

GL Control Accounts ................................................................................................ 80

Financial Year .......................................................................................................... 81

Current Period ......................................................................................................... 82

Analysis Codes ......................................................................................................... 82

Tax Rates ................................................................................................................. 83

Configuring System Details .................................................................................. 84

Display Names ......................................................................................................... 84

Setting up Staff ................................................................................................... 84

Users ....................................................................................................................... 84

MYOB EXO BUSINESS Implementation Guide

Computers ............................................................................................................... 84

Security Profiles ...................................................................................................... 85

Menus ..................................................................................................................... 85

Business Administration ...................................................................................... 91

Couriers ................................................................................................................... 91

Banks ....................................................................................................................... 91

General Ledger ........................................................................................................ 92

Finance .................................................................................................................... 92

Creditors .................................................................................................................. 93

Stock ........................................................................................................................ 93

Debtors .................................................................................................................... 94

Inwards Goods ........................................................................................................ 95

Optional Components ............................................................................................. 95

Setting up Profiles ............................................................................................... 95

Profile Types ............................................................................................................ 96

Hierarchy ................................................................................................................. 96

Creating Profiles ...................................................................................................... 97

Filtering and Searching Profile Settings .................................................................. 97

Approaches to Setting up Profiles........................................................................... 97

Clarity Forms Profiles .............................................................................................. 98

Integration with Other Products 99

Integrating with MYOB EXO Payroll ..................................................................... 99

Appendix 1: Chart of Accounts Import 100

Example ................................................................................................................. 102

MYOB EXO BUSINESS Implementation Guide

This guide describes the process of installing and configuring MYOB EXO Business software on one or more

PCs. The purpose of this guide is to help MYOB Enterprise business partners in the following activities:

Installing MYOB EXO Business components

Transitioning clients from MYOB Premier or MYOB Aurora One to MYOB EXO Business.

Configure an MYOB EXO Business system following installation and data migration.

The process of installing and configuring an EXO Business system involves the following steps:

1. Install EXO Business software on one or more PCs using the Installation Wizard.

2. Migrate data from MYOB Premier/Aurora One to the EXO Business database using the Migration

Wizard.

3. Configure EXO Business using the Configuration Assistant.

Microsoft SQL Server must be present on the MYOB EXO Business database PC before the database is installed. The Installation Wizard can install SQL Server 2008 R2 Express Edition

(SQL Express) as part of the installation process. If you wish to use a different edition of SQL

Server, you must make sure it is installed before running the Installation Wizard.

Each of these steps is detailed in the chapters that follow.

Three separate groups of components are installed by the Installation Wizard:

MYOB EXO Business application modules

MYOB EXO Business database (a demo database and/or an empty live database)

Common files (reports, direct credit file templates, etc.)

These component groups can be installed in different combinations, depending on the needs of the organisation.

The default option in the Installation Wizard is to install all MYOB EXO Business components at once on the same PC. There is no need to specify connection details for the EXO Business database, as everything is in one place.

Installing all components on one PC means that the Installation Wizard only needs to be run once in one place, although it also means that EXO Business will be available from that PC only.

The most common MYOB EXO Business installation scenario is to distribute the EXO Business components among several PCs. Usually this means installing the database and common files on a central server, with the application modules installed on one or more separate workstation PCs. During the installation of the application modules, the installer will need to supply connection details to the database and/or the location of the common files. This is appropriate for a multi-user setup, where the database and reports are centrally managed.

MYOB EXO BUSINESS Implementation Guide

Variations on this scenario are possible; for example, the database could be installed on a client PC, with only the common files on a server, or vice versa. Alternatively, it may be desirable to install the database on a dedicated database server and the common files on a separate file server, with the application modules installed on one or more workstation PCs.

An alternative multi-user setup is to install all files (including application modules) in a shared location on a single server, then create shortcuts to the relevant executables on client PCs. This scenario has the advantage of being easily updateable. When a new version is released, only the files on the central server must be replaced—there is no need to update each client PC individually.

This scenario is not fully supported by the MYOB EXO Business Installation Wizard, however. While the wizard can install all files on the server, the shortcuts must be set up on each client PC manually. The files on the server must not be moved or renamed without also updating the shortcuts on the clients.

The ExonetLib.dll DLL must be registered on all client PCs to allow communication with the

EXO Business database. This DLL is installed with the EXO Business application modules. If you are creating shortcuts to remote executables on client PCs, you must also run regsvr32 from the command line on each client to register the copy of ExonetLib.dll located on the server, e.g. regsvr32 \\server\share\ExonetLib.dll

Where MYOB EXO Business components are installed on multiple PCs, several options are available for network communications.

EXO Business supports a maximum of 50 concurrent users in a LAN environment. WAN operation over a broadband Internet connection is also supported (dial-up is not supported).

EXO Business requires a minimum LAN bandwidth of 10MBit.

EXO Business can be deployed in standard client-server mode, or in a distributed model with a database server, middleware, and client software. This second scenario makes use of the MYOB EXO Anywhere middleware server to promote load sharing on a WAN or LAN. This allows the EXO Business client to connect and communicate with the database server very efficiently with minimal bandwidth requirements, and in very large implementations to balance the load over multiple middleware servers.

EXO Business can also be deployed in a terminal services environment using Microsoft Terminal Services or

Citrix.

MYOB EXO BUSINESS Implementation Guide

Minimum system requirements for PCs running MYOB EXO Business components are detailed on the next page.

The performance of the EXO Business system is not assured if these requirements are not met. Similarly, performance cannot be assured if the EXO Business system is installed on a server that is already under load from other processes, or a RDBMS that is not suitable for the organization’s volume of data (see notes on SQL Express on the next page).

Any server where an MYOB EXO Business database is installed should meet the following minimum requirements:

Windows Server 2008

The latest Service Pack for the Windows operating system

Intel Pentium® 4 2.4Ghz processor (or equivalent)

2 GB RAM

20 GB of hard disk space + 10 MB per user

Microsoft Data Access Components (MDAC) 2.8 or later

A supported version of Microsoft SQL Server: o Microsoft SQL Server 2008/SQL 2008 Express Edition o Microsoft SQL Server 2008 R2/SQL 2008 R2 Express Edition

The latest Service Pack for the version of SQL Server you are using

If no versions of SQL Server are present on the database server, the EXO Business installer can install an instance of SQL Server 2008 R2 Express during the installation. The logon details for the new instance will be:

Username: sa

Password: $ExoAdmin7000

SQL Express may not be suitable for businesses with many users. SQL Express has limits on the amount of RAM and number of processors it can use, which affects the number of concurrent users that the EXO Business database can support. See the following MSDN article for more information:

http://msdn.microsoft.com/en-us/library/ms165672.aspx

MYOB EXO BUSINESS Implementation Guide

Any client workstation running the MYOB EXO Business application modules should meet the following minimum requirements:

Windows Vista Business, Windows Vista Enterprise, Windows Vista Ultimate, Windows 7

The latest Service Pack for the Windows operating system

Intel Pentium® 4 1.3 GHz processor (or equivalent)

Hard disk space as required for the operating system

16-bit colour, 1024×768 screen resolution

Certain features of MYOB EXO Business require one or more of the following:

Internet access

Microsoft Internet Explorer 7.0 or later

Adobe® Acrobat Reader 7.0 or later

Microsoft Office connection requires:

Microsoft Word 2007 to 2010

Microsoft Excel 2007 to 2010

Contact synchronisation requires:

Microsoft Outlook 2007 to 2010

MYOB EXO BUSINESS Implementation Guide

The MYOB EXO Business Installation Wizard installs some or all of the EXO Business components on a single

PC. The wizard steps you through the installation process, gathering required configuration information. If you are installing the EXO Business database, Microsoft SQL Server must be present on the database PC

(the Installation Wizard can install SQL Server 2008 R2 Express before installing the database if necessary).

The MYOB EXO Business database components are installed on a Microsoft SQL Server database. The following versions of SQL Server are supported:

Microsoft SQL Server 2008

Microsoft SQL Server 2008 Express

Microsoft SQL Server 2008 R2

Microsoft SQL Server 2008 R2 Express

In all cases, the latest Service Pack must be applied.

SQL Express is included with MYOB EXO Business, and can be installed via the Installation

Wizard.

Business partners should be familiar with installing and running SQL Server, as installation and implementation is covered as part of the partner training course.

SQL Server must be set up to use Mixed Mode authentication.

After installing SQL Server, check the server’s accessibility, and that SQL Server access accounts and passwords are set up. The Installation and Migration Wizards both prompt for a SQL Server access account and password, so make sure you have it when you run either of them.

Refer to Microsoft’s SQL Server documentation and your MYOB EXO Business training manual for more information on installing and setting up SQL Server.

MYOB EXO BUSINESS Implementation Guide

The Installation Wizard is used to install all MYOB EXO Business components.

To install MYOB EXO Business:

1. Insert the MYOB EXO Business CD. If the install menu does not start automatically, run the

EXOBusinessInstaller.exe program in the Supporting Files directory of the CD.

2. Click Next on the Welcome screen.

3. Select the country you are based in and click Next.

Your selection here affects certain country-specific default settings that are set up during the install, e.g. tax rates and banks.

MYOB EXO BUSINESS Implementation Guide

4. Select the components to install. Choose from: o MYOB EXO Business Application Modules o Documentation files o EXO Business utilities o A blank “live” EXO Business database o A pre-configured demonstration database o EXO Business Common Files

See “Installation Scenarios” on page 6 for details about the groups of components and which to install. Click

Next to continue.

5. If you chose to install the MYOB EXO Business Application Modules, click Browse to choose the directory where you want to install the program files, then click Next.

MYOB EXO BUSINESS Implementation Guide

6. If the MYOB EXO Business common files are not installed on this PC, click Browse to choose the directory where the common files are located, then click Next.

7. If you chose to install the MYOB EXO Business Database components, you must specify where to install the database: o To install on an existing SQL Server instance, select the instance and enter a user ID and password for that instance. o To create a new instance for the installation, select New SQL Server instance on this

computer, then click Browse to choose the location of the new instance. This will install

SQL Server 2008 R2 Express Edition.

Click Next.

MYOB EXO BUSINESS Implementation Guide

The installer may appear unresponsive while it tries to detect SQL Server instances on the PC

(this process may take a minute or more). Do not cancel the installer; simply wait until the detection operation is complete.

If you select to install a new instance of SQL Express, the logon details for the new instance will be:

Username: sa

Password: $ExoAdmin7000

8. Click Browse to choose where the MYOB EXO Business shortcuts should be located in the Windows

Start menu, then click Next.

9. If you want to create a desktop icon or Quick Launch icon for MYOB EXO Business, tick the relevant box(es), then click Next.

MYOB EXO BUSINESS Implementation Guide

10. The installation is ready to begin. Review the details and click Install to proceed. If you need to change any details, click Back to return to the previous screen and change your selections.

11. The installation progress is displayed.

During installation, other windows may appear if SQL Express is being installed.

MYOB EXO BUSINESS Implementation Guide

12. If you chose to install the application modules but not the database components on this PC, you must enter the details of the database once the installation has completed. Click Test Connection to check that the details you have entered work. If the test passes, click Next.

Once a computer successfully connects to the database, its details are stored in the database.

13. The installation is now complete. Choose what you want to do next and click Finish: o Open MYOB EXO Business to view the demonstration database. This option is only available if the demonstration database has been installed. o Run the Migration Wizard to migrate data from an existing MYOB Premier or Aurora One

installation into MYOB EXO Business—see “Migrating Data to MYOB EXO Business” on page

20 for more information on the migration process.

o Run the Configuration Assistant to set up your new MYOB EXO Business database—see

“Configuring MYOB EXO Business” on page 70 for more information on the configuration

process. o Return to Windows.

MYOB EXO BUSINESS Implementation Guide

New MYOB EXO business databases are installed with one or more default user accounts. When logging in to EXO Business (or the EXO Business Configuration Assistant) for the first time, you must supply the following login details.

For a new blank database (EXO_LIVE):

Default admin user = ExoAdmin

Default admin password = ExoAdmin

For the demonstration database (EXO_DEMO):

Default admin user = ExoAdmin

Default admin password = ExoAdmin

Default demo user = demo

Default demo password = DEMO

All login details are case-sensitive.

To uninstall MYOB EXO Business applications, select Uninstall from the MYOB EXO Business folder in the

Windows Start menu. You can also uninstall EXO Business from the Add or Remove Programs screen (Start

menu > Control Panel > Add or Remove Programs).

Uninstalling MYOB EXO Business removes only the EXO Business application files and registry settings. It does not remove any databases or SQL Server instances that were installed.

MYOB EXO BUSINESS Implementation Guide

The following table lists all files installed by the Installation Wizard and the locations they are installed to.

For the purposes of this table, [root] stands for the root of the installation directory as specified in the

Installation Wizard, e.g. C:\Program Files\MYOB EXO Business.

After installation, expected file locations can be altered by changing Computer profile settings.

See “Setting up Profiles” on page 95 for more information on how to configure profile settings.

Search the Profiles screen in the MYOB EXO Business Configurator for “folder” to find the settings relevant to file locations.

Component

Group

File

Application modules

Module executables

DLLs

Help files

MDAC files

Location

[root]

C:\WINDOWS\System32

[root]\Help

[root]\MDAC

Details

All module executables:

EXO Business Core Module

Clarity Reports Module

Management Reports Module

Finance Module

POS Module

Distribution Advantage Module

Intercompany Module

Assets Module

Job Costing Module

MYOB EXO Configurator Module

Configuration Assistant Module

EXO Business Analytics Module

EXO Business CRM Module

Uninstaller

All EXO Business DLLs, including ExonetLib.dll, the main library file for EXO Business. Must be present on all PCs where EXO Business applications are installed for the applications to run.

The CHM Help files opened from EXO Business applications.

Microsoft Data Access Components, which allow access to the EXO Business database.

Folders created for output files. File output folders

[root]\DC Files

[root]\GL Report

Batches

[root]\Statement Files

[root]\TEMP

Documentation [root] EXO Business user guides and white papers.

Utilities [root]\Utilities EXO Business utility modules:

The EXO Business Database utility,

ExoDBUtil.

The DCE middleware module—see the EXO

Business DCE manual for more information.

Microsoft SQL

Server

C:\Program Files\Microsoft SQL

Server

Third party files [root]\Binn

If Microsoft SQL Express is installed, it will be installed in this location.

Files for third party software.

MYOB EXO BUSINESS Implementation Guide

Component

Group

File

Database EXO Database files

Common files

Quick Insert templates

Quick Insert data

Clarity Master

Report files

Clarity Custom

Report files

Location

[root]\Database SQL Server database files for the EXO Business database(s) created by the installer.

[root]\Common\QI Templates Templates for the Quick Insert function.

[root]\Common\QI

Templates\Data

[root]\Common\Clarity\Master

Reports

[root]\Common\Clarity\Custom

Reports

Details

Folder for data inserted by the Quick Insert function.

Master files for all Clarity reports.

Customised Clarity report files. Any report files here will be used in preference to the files in the Master

Reports folder.

[root]\Common\DC Templates Template files for direct credit transfers. Direct credit file templates

Image files [root]\Common\Images Any stock item images displayed in the EXO Business interface.

MYOB EXO BUSINESS Implementation Guide

The following data sources are supported by the MYOB EXO Business Migration Wizard:

MYOB Premier 10 (New Zealand & Australian versions)

MYOB Premier 11 (New Zealand & Australian versions)

MYOB Premier 12 (New Zealand & Australian versions)

MYOB Aurora One 16

Given the widely differing capabilities of each product, the scale of this transition, and its impact on clients, is significant.

This chapter provides an end-to-end view of the process of migrating data from Premier/Aurora One to EXO

Business. This is not just a case of running the Migration Wizard. There are a number of tasks that need to be completed to ensure the data is ready for migration. There are also a number of tasks to complete in

EXO Business, once the data has been migrated, to ensure the setup meets the needs of the business.

It is important that business partners understand what happens to the Premier data in migration—have all totals come across into EXO Business, have multi-currency transactions been handled correctly, and so on.

The section “Analysing Migrated Premier Data” on page 50 provides detailed information on this.

Given the very different architectures and data structures between EXO Business the supported source products, it simply has not been possible to achieve a one-to-one migration of data. We have tried to migrate as much as possible while ensuring that the migration process is repeatable, and can cope with the range of setups currently found in Premier and Aurora One.

Before migrating the Premier company file data, it is important to make sure the data itself is consistent, up-to-date and properly reconciled before performing the migration.

The following key steps must be performed in the pre-migration stage:

1. Upgrade the data file to MYOB Premier v10 or later.

2. Optimise the data file.

3. Verify the data file (and re-optimise if necessary).

4. Reconcile control accounts.

5. Perform a Year End Close.

6. Print pre-migration reconciliation accounts.

Upgrade to MYOB Premier v10 or later. The Migration Wizard has been designed to work with MYOB

Premier versions 10, 11 and 12. It is therefore important to ensure you upgrade to version 10, 11 or 12 of

Premier before you migrate to EXO Business.

Once you have upgraded Premier, the following tasks need to be performed:

Optimise the Company File. Optimising your company file makes your company file more efficient, and fixes certain types of errors.

MYOB EXO BUSINESS Implementation Guide

Verify the Company File. This process is run after the Optimisation process each time, and confirms that the errors have indeed been fixed. If there are still errors after the Verify process has been run, these should be addressed before you continue the migrate process. Refer to MYOB Premier user documentation, or contact MYOB Support.

Reconcile Control Accounts. Run the Company Data Auditor wizard in MYOB Premier to reconcile your GL control account balances, and ensure the data is correct.

Perform Year End Close. Once you are sure of the integrity of the Premier company file data, and have reconciled your GL account balances, you can perform the year end close. The Premier company file data needs to be in the same financial year as the new MYOB EXO Business company file.

If any of these tasks are not completed successfully, the Migration Wizard will produce unpredictable results.

The Migration Wizard is currently compatible with versions 10, 11 and 12 of MYOB Premier. If you are running a version prior to v10, you must upgrade to v10, v11 or v12 before attempting to migrate data. (If you are running v10 or v11, you do not need to upgrade it to v12.)

Check Version of MYOB Premier Company File

When you try and open an MYOB Premier company file on in the latest version of the software, if it was created with a previous version of Premier and hasn’t yet been upgraded, you will be automatically prompted to upgrade the company file to the version of Premier you are running.

You can also check the version of a Premier company file using the MYOB Company File Manager, a utility which is available to all MYOB Professional Partners.

Upgrade MYOB Premier Company File

Always make a copy of the MYOB company file before starting.

To upgrade the company file:

1. Open the MYOB company file with MYOB Premier v10 or v11.

If the company file is from an older version than the version being used to open it, you will be prompted whether to upgrade the company file.

MYOB EXO BUSINESS Implementation Guide

2. Click Yes to upgrade the company file.

The MYOB M-Powered related data is not used by the Migration Wizard and is not required for migration purposes.

3. Click Upgrade Company File Only.

4. Enter a filename and file location for the upgraded company file and click Yes. The company file will now be upgraded.

The Optimise Company File function attempts to repair commonly found errors in the MYOB company file.

While this utility will repair most of the commonly known errors, there may be errors that it will not be able to repair. If this happens, the company file must be sent to MYOB Support for the file to be repaired.

If you have been unable to successfully optimise the MYOB Premier company file, we strongly recommend you do not continue the Migration process until any errors are resolved, and you have been able to successfully optimise the company file, as this could lead to unpredictable results and errors in the new

MYOB EXO Business company file.

MYOB EXO BUSINESS Implementation Guide

To optimise the Company File:

1. In MYOB Premier, go to the File menu and choose Optimise Company File. The following window is displayed:

2. Click OK to optimise your company file.

If any errors are displayed, or the Optimise Company File process has not been successfully completed, we recommend the following: o Check the Support Notes on the MYOB website for more information. There is an extensive library of support notes available on the MYOB website, including support notes specifically on optimising your company file and other aspects of file maintenance. o If support notes don’t answer your question, we recommend you contact MYOB Support.

Verifying your company file checks and reports errors in the database and should be run after optimising the MYOB company file.

If the Verify Company File function reports errors, try running Optimise Company File again and see if the utility is able to correct the errors. Verify Company File should be run again after Optimise Company File has corrected the errors.

If you have been unable to successfully verify the MYOB Premier company file, we strongly recommend you do not continue the Migration process until any errors are resolved, and you have been able to successfully verify the company file, as this could lead to unpredictable results and errors in the new MYOB EXO

Business database.

To verify a company file:

1. In MYOB Premier, go the File menu and choose Verify Company File. The following window is displayed:

MYOB EXO BUSINESS Implementation Guide

2. Click OK. If no errors are found, the following window is displayed:

If errors are found, or the Verify Company File process has not been successfully completed, we recommend the following:

Optimise your company file again, and then verify your company file again, to see if Optimise corrects the error.

Check the Support Notes on the MYOB website for more information. There is an extensive library of support notes available on the MYOB website, including support notes specifically on optimising your company file and other aspects of file maintenance.

Contact MYOB Support.

It is important to ensure that control accounts are properly reconciled before you migrate your MYOB

Premier data to MYOB EXO Business. The Company Data Auditor in Premier is a wizard-based utility that makes regular reconciliation of General Ledger and Sub-ledger balances and verification of data accuracy simpler and easier.

The Migration Wizard does not correct reconciliation differences. Therefore any imbalances that exist in the MYOB company file will be carried over to the MYOB EXO Business database. You will need to manually reconcile these differences if you don’t want them to appear in your new EXO Business database.

Reconciliation tasks should not be confused with the Optimise and Verify tasks which are performed to ensure the integrity of the MYOB company file.

The Company Data Auditor carries out a series of tests that look at the details of bank, customer, supplier and inventory sub-ledgers and compares the totals of the individual balances to their respective control account in the General Ledger and reports any differences.

This diagram summarises the four main stages of the Company Data Auditor:

Company File

Overview

Account

Reconciliation

Review

Transaction

Review

Tax Exception

Review

MYOB EXO BUSINESS Implementation Guide

Using the Company Data Auditor

The Company Data Auditor will report any exceptions that it encounters. These exceptions should be carefully reviewed, and corrected where possible, before proceeding with the data migration.

The following process outlines the use of the Company Data Auditor in as far as it relates to preparing the

MYOB company file for conversion to MYOB EXO Business.

To run the Company Data Auditor:

1. In MYOB Premier, go to the Accounts command centre and click Company Data Auditor. The following window is displayed:

If the Last Verified Date is not recent, we recommend you verify the company file again before proceeding any further.

2. Click Next. The Account Reconciliation Review window is displayed, listing all Bank or Credit Card accounts, their current balance and the date last reconciled.

MYOB EXO BUSINESS Implementation Guide

3. Ensure that all key accounts have been properly reconciled before proceeding because this determines the unpresented bank transactions migrated to MYOB EXO Business.

To reconcile a specific account, highlight the account and click the Reconcile Accounts button. The

Reconcile Accounts window is displayed for this account.

4. Once you have reconciled your accounts, click Next. The Transaction Review window is displayed.

This window is used to run checks on a series of transaction types in the company file.

5. Run the Transaction Review to check on year to date transactions for the current and last financial year. To do this: a. Set the Start Date to no later than the first day of the last financial year. b. Set the End Date to the current date. c. Click Run Review.

The Company Data Auditor runs a series of checks on transactions, and highlights any exceptions it encounters with a red question mark and an active Display button next to it.

Reconcile invoices with linked receivables The Company Data Auditor compares whether the total of the customer balances reconcile to their respective linked GL Control Accounts. The Receivables

Reconciliation Exceptions report is available where the balances do not reconcile.

The exception report displays only the accounts where the balances do not agree with the GL

Control accounts.

To obtain a reconciliation of all GL control accounts run the Receivables Reconciliation Summary. In the Index to Reports window, in the Sales tab choose and Reconciliation Summary under

Receivables.

If multi-currency is used in this Premier company file, run this report separately for each individual currency code used. If no currency is selected, the report lists all account balances in their nominated currency, but does not report a reconciliation summary.

Reconcile purchases with linked payables account The Company Data Auditor compares the total of the supplier balances with their respective linked GL control accounts. The Payables

Reconciliation Exceptions report is available where the balances do not reconcile.

MYOB EXO BUSINESS Implementation Guide

The exception report displays only the accounts where the balances do not agree with the GL control accounts.

To obtain a reconciliation of all GL control accounts run the Payables Reconciliation Summary report. In the Index to Reports window, in the Purchases tab, choose Reconciliation Summary under Payables.

Compare item values with inventory account The Company Data Auditor compares the total of the on hand inventory values to the current balance of the linked GL Inventory control accounts.

The Inventory Value Reconciliation Exceptions report is available where the balances do not reconcile.

The exception report only displays accounts where the valuation does not reconcile. To obtain a complete listing of all accounts run the Inventory Reconciliation Summary report. In the Index to

Reports window, in the Inventory tab, choose Inventory Reconciliation under

Items

.

Scan for future-dated transactions The Company Data Auditor reports any transactions dated after the current date in the Future Dated Transactions report. This report can also be generated at any time from the Index of Reports. In the Index to Reports, in the Accounts tab, choose Future

Dated Transactions under Exceptions.

The Migration Wizard does not migrate future-dated GL transactions to MYOB EXO Business and these transactions will not be carried over to the EXO Business database. All future-dated

Sales and Purchase invoices must be manually deleted from Premier before running the

Migration Wizard.

Scan for prepaid transactions The Customer Data Auditor lists any customer or supplier payments dated before the invoice or purchase date and the payment is within the date range specified.

This report can also be generated at any time from the Index of Reports. In the Index to Reports window, in the Accounts tab, choose Future Dated Transactions under Exceptions.

This report is for information only. These transactions are migrated to EXO Business as unallocated payments or receipts.

Scan for deposits paid This review lists all sales or purchases orders that have deposit payments attached to them. This report can also be generated at any time from the Index of Reports. In the

Index to Reports, in the Accounts tab, choose Future Dated Transactions under Exceptions.

These transactions should sum to the total of the balances in the Supplier and Customer Deposits accounts. These transactions are migrated to MYOB EXO Business as unallocated payments or receipts

Print exception reports later. If you prefer, you can print all the exception reports and continue with the remainder of the wizard and correct the differences later. The wizard can be run again at any time. The audit trail, job exceptions and payroll liability exceptions are not needed for the purposes of the migration.

6. When the transaction reviews have been completed, click Next. The Tax/GST Exception Review window is displayed. This window is used to run a series of tax-related data checks.

MYOB EXO BUSINESS Implementation Guide

7. Accept the date range which defaults to date range selected previously in the Transaction Review window and click Run Review.

The Wizard performs a series of checks and highlights any exceptions it encounters with a red question mark and an active Display button next to it. The following checks are the typical exceptions reported: o Tax amount variances for Sales. The Tax Amount Variance Report lists all instances where the value of the tax is different from the calculated value. o Tax amount variances for Purchases. The Tax Amount Variance Report lists all instances where the value of the tax is different from the calculated value. o Tax code exceptions for Invoice transactions. The Tax Code Exception Report lists instances where the actual Tax code is different from the default tax code or where no tax code has been entered for invoice transactions. o Tax code exceptions for Cash transactions. The Tax Code Exception Report lists instances where the actual Tax code is different from the default tax code for the account or where no tax code has been entered for cash transactions. o Reconciles tax code details with linked accounts. The Tax Code Reconciliation Report displays the reconciliation of the total for all tax paid and tax collected transactions to the current balance of the linked tax code accounts.

Reported exceptions should be reviewed and corrected as necessary before proceeding.

8. When the Tax Exception Review has been completed click Next.

9. Click Yes to print the report.

MYOB EXO BUSINESS Implementation Guide

The Migration Wizard requires that both Premier and MYOB EXO Business are operating in the same financial year. The Migration Wizard assumes that that the migration is being performed in the financial year based on the date the utility is run.

Premier allows transactions to be processed in a new financial year without closing the previous financial year. In this scenario, transactions are being processed into next year in Premier while the current year is still open. Once a financial year has been closed in Premier, posting is no longer possible.

In EXO Business, there is a defined month and year end close process which must be performed.

Transactions can be posted to closed years and periods.

If a migration is performed close to a financial year end, it is possible that a year end close may not have been performed in Premier. In this situation, the CURRENT YEAR in Premier is not consistent with the

CURRENT YEAR in EXO Business and requires that a Year End Close be performed in Premier before running the Migration Wizard.

Effect of Performing a Year End Close in Premier

Performing a year end close in Premier creates a posting of the profit for the year to the Retained Earnings

Accounts and optionally purges closed transactions from the MYOB company files.

Premier maintains a number of transaction summary tables that keep a history of the monthly period movements. These tables are used by Premier to generate reports. The purging of closed transactions in

Premier can result in instances where the individual transactions that make up the summary movements in the summary tables are no longer available for migration to EXO Business.

To Perform a Year End Close in Premier:

1. In MYOB Premier, go to the File menu and choose Start a New Year. The following window is displayed.

MYOB EXO BUSINESS Implementation Guide

2. Back up your company file. Even if you have already backed up your company file earlier in this migration process, we recommend you back up again now. You do not want to unnecessarily repeat any of the previous steps if something was to happen to your data at this stage.

3. Click Continue. A window displaying information about what will happen during the Year End Close process appears. Click Continue and the Define Your New Financial Year window is displayed.

The defaults are normally appropriate and can be accepted unless a change to the number of months is being implemented for the new financial year.

4. After you have checked the information here is correct, click Continue. The Receipts & Payments to be Processed window is displayed.

MYOB EXO BUSINESS Implementation Guide

5. Accept the defaults and click Continue. The Audit Trail Entries window is displayed.

6. Accept the defaults and click Continue. Audit trail entries are not used by the Migration Wizard and can be omitted. The Closed Transactions and Other Entries window is displayed.

Keeping closed transactions makes a more complete set of entries available for migrating to EXO

Business.

7. Choose to keep closed transactions from prior years by clicking on the Keep Closed Transactions

from Prior Financial Years checkbox.

MYOB EXO BUSINESS Implementation Guide

8. Select the earliest available year and click Continue. The Unreconciled Transactions window is displayed.

Accounts which have previously been reconciled are automatically selected. These are typically the bank and credit card accounts.

9. Select the accounts for which unreconciled transactions are to be retained and click Continue. The

Start Your New Financial Year window is displayed.

If you chose not to make a backup of your data at the start of this procedure, we strongly recommend you back up your data now.

10. Click Start a New Financial Year.

MYOB EXO BUSINESS Implementation Guide

Future-Dated Transactions

MYOB EXO Business does not allow future-dated transactions. Future-dated GL journals, Sales invoices and

Purchase invoices can be processed in MYOB Premier.

Future-dated sales and purchase invoices in Premier are posted and included in the current debtor and creditor aged balance reports. These transactions must be deleted in Premier because future-dated GL journal transactions are not migrated to EXO Business by the Migration Wizard.

A complete list of future-dated transactions should be used to identify and eliminate future-dated sales and invoice transactions.

1. In Premier, go to the Reports menu and choose Index to Reports.

2. Click on the Accounts tab, and scroll down to the Exceptions reports, highlight Future Dated

Transactions and click Display.

3. Use this report to identify and eliminate any future-dated sales and invoice transactions.

Note that Sales invoices are identified with the source code SJ (Sales Journal) and purchase invoices by the source code PJ (Purchases Journal).

The Migration Wizard requires that all Items in Premier have Item Numbers that are no longer than 22 characters. Select Items from the Lists menu and check the Item Numbers of all Items to ensure that none of them are longer than 22 characters. If necessary, edit the Item Numbers to shorten them.

MYOB EXO BUSINESS Implementation Guide

Task

Upgrade MYOB company file

Detail

Upgrade MYOB company file by opening the company file with the version of MYOB

Premier currently supported by the Migration

Wizard.

Notes

Visit the MYOB Support website for more information.

Verify and Optimise your company file

Verify the MYOB company file for errors:

Run when prompted on opening the

MYOB company file

Go to the File menu and choose Verify

Company File

Verify when running the Company

Data Auditor

Optimise the MYOB company file to correct errors after verification. Go to the File menu and choose Optimise Company File.

Verify the accuracy and completeness of the MYOB company file

Reconcile Control (Linked) accounts.

Run the Company Data Auditor Wizard.

Run Verify Company File when completed until no more errors are reported.

If errors persist, send the company file to

MYOB Support for repair. Note that this is a chargeable service.

Ensure bank reconciliations are up to date.

Run the transaction review in the Data Auditor.

Display and review all exceptions.

Any reconciliation differences that are resolved will be carried over to MYOB EXO

Business.

If the review reports Deposit transactions, check that the total Supplier Deposit (source code: PJ) and Customer Deposit (source code:

SJ) transactions listed in the exception report agree with the Supplier Deposits and

Customer Deposit balance sheet account in the GL.

Audit trail changes and Payroll Liability payments are not relevant for migration purposes.

Run Tax Exception Review.

Display and review all exceptions.

Print the Data Company Auditor Summary

Report.

Patterns where tax codes are repeatedly being over-ridden suggest that the default tax code may be inappropriate.

MYOB EXO BUSINESS Implementation Guide

Task

Delete Future-

Dated Transactions

Perform Year End

Close

Print Premier

Reports For Post

Migration

Reconciliation

Validate Control

Accounts

Check Item

Numbers

Detail

This step only needs to be performed where the Company Data Auditor reported futuredated transactions as an exception.

Review the Future-Dated Transactions report and identify:

Sales Transactions

Purchase Transactions

If the Future Dated Transactions Report was not printed when the Company Data Auditor was run, you can print it now. In the

Index to

Reports

, click on the

Accounts

tab and choose

Exceptions

and then

Future-Dated

Transactions

.

Delete Future Dated Sales invoices.

Notes

The Migration Wizard does NOT migrate future dated GL transactions.

Future dated sales and purchase invoices are migrated but posted to the current period in the debtors and creditors ledger. This is likely to cause problems with reconciling the subledgers to the GL Control Accounts because the future dated GL journals associated with them are NOT migrated.

These should be deleted from Premier before running the Migration Wizard.

Delete Future Dated Purchase Invoices.

This step is required only if Premier and MYOB

EXO Business are not in the same financial year. To perform a year end close, go to the

File

menu in Premier and choose

Start a New

Year

, and then

Start a New Financial Year

.

Trial Balance

Balance Sheet Multi-Period Spreadsheet

Profit & Loss Multi-Period Spreadsheet

Sales > Aged Receivables

Aged Creditors

Item List Summary

These transactions are identified on the

Future Dated Transaction Report with a source code SJ.

These transactions are identified on the

Future Dated Transaction Report with a source code PJ.

This scenario is most likely to occur where the migration is undertaken close to the financial year end of the company.

Ensure that the flag to keep closed transactions is checked so that more transactions are available for migration to EXO

Business.

Print by individual currency.

Print by individual currency.

Reconciliation Report List of unpresented cheques and deposits.

Add Purchase Clearing GL Account to Premier. This account is required to populate the Stock

GL Profile Codes in EXO Business and must be exactly named “Purchase Clearing”.

If the Migration Wizard does not find this account it will create one to populate the

Stock GL profile codes.

Select

Items

from the

Lists

menu and check that the Item Numbers for all Items are 22 characters or shorter. Edit if necessary.

The Migration Wizard imposes a maximum length of 22 characters on Item Numbers.

MYOB EXO BUSINESS Implementation Guide

Before migrating Aurora company data, it is important to make sure that the data itself is consistent, up-todate and properly reconciled before performing the migration.

The Migration Wizard has been designed to work with MYOB Aurora One v16. It’s important to ensure you upgrade to this version of MYOB Aurora One before you migrate to MYOB EXO Business. Once you are on

Aurora One v16, you must then prepare the company data for migration into EXO Business.

If you are running a version of Aurora One prior to v16, you must upgrade to v16 before attempting to migrate data.

To check the version number, select About from the Help menu. This opens the About box, which displays the current version of the product:

The version should start with 1.0016; if not, you must upgrade Aurora One before migrating data.

Ensure the Aurora database has been “packed” and optimised, as this will delete any records marked for deletion rather than attempting to migrate them, which will cause an imbalance.

To optimise the database, select Reindex Files from the Utilities menu.

Tick all boxes and click Reindex. Click Yes when asked to confirm the reindexing.

MYOB EXO BUSINESS Implementation Guide

Unallocated deposits and payments may not migrate successfully. Any unallocated transactions should be allocated before running the migration process, or removed and re-added after the migration.

All batches must be posted to the General Ledger; anything not posted will not be migrated.

MYOB EXO Business requires that all General Ledger account numbers are unique. Ensure that no duplicate account numbers exist in the Aurora One company data.

The Migration Wizard requires that both Aurora One and MYOB EXO Business are operating in the same financial year. The Migration Wizard assumes that that the migration is being performed in the financial year based on the date the utility is run.

If a migration is performed close to a financial year end, it is possible that a Year End Close may not have been performed in Aurora One. In this situation, a Year End Close must be performed in Aurora One before running the Migration Wizard.

Select Print Month End Checklist from the Help menu for a printable summary of checks to perform before closing off the year. Once all checks have been performed, select Other > Close Off Year from the GL menu to perform the Year End Close.

As a final step before migrating, check the validity of the Aurora One data in the various data tables. In particular:

Ensure that there are no duplicate identifiers that should be unique (especially in the Aurora One

PURCHIDX table).

Ensure that the data contains no invalid data types, e.g. asterisks (especially in the Aurora One

PURCHLN table).

Check for empty values in the RATE column of the Aurora One PURCHLN table.

Other tables that should be checked for invalid data are CTRANS, DTRANS, DMASTER, AGEHIST, BANK,

BANKING, CMASTER, GLBAT, GST, INVIDX.

MYOB EXO BUSINESS Implementation Guide

Once you have prepared the data from Premier/Aurora One, it is ready to be migrated using the Migration

Wizard. The Migration Wizard is a tool that is run on the server where you installed the MYOB EXO Business database components. When run, it migrates the Premier/Aurora One data to an EXO Business database.

The migration process involves the following steps:

1. Ensure that SQL Server and the MYOB ODBC Connection are correctly set up

2. Obtain logon details for the company file (Premier only)

3. Run the Migration Wizard

4. Map and Update Tax Codes

Once you have completed these migration tasks, your data will be in EXO Business. As explained above, not all Premier data is brought over to EXO Business, and some of the data that is brought over may still require

some manual rework to set it up properly for use in EXO Business. See “Analysing Migrated Premier Data” on page 50.

When you run the Migration Wizard, the data is migrated in two steps:

1. The data from the company file is first copied to an equivalent Microsoft SQL database using the

MYOB ODBC driver.

2. The data is migrated from there to the target EXO Business SQL database.

Microsoft SQL Server must be available to contain the MYOB EXO Business. The following versions of SQL

Server are supported (with the latest Service Pack):

Microsoft SQL Server 2008

Microsoft SQL Server 2008 Express

Microsoft SQL Server 2008 R2

Microsoft SQL Server 2008 R2 Express

If you used the Installation Wizard to install a blank EXO Business database, SQL Server will already be set up (the Installation Wizard can install SQL Express if no other version of SQL Server is available). If you did not use the Installation Wizard (or if you are using a version of SQL Server other than SQL Express), you must ensure that SQL Server is installed and ready prior to migration.

The Migration Wizard prompts for a SQL Server access account and password; make sure that that SQL

Server has been set up to use Mixed Mode authentication, that an account has been set up and that this account has administrative rights before running the Migration Wizard.

The Migration Wizard uses MYOB ODBC drivers to access the data in the source company file. There are separate versions of the ODBC driver for each version of Premier for each country, as well as separate drivers for migrating from Aurora One.

Make sure that the correct version of the ODBC driver is installed and functioning before you run the

Migration Wizard. To install ODBC drivers:

MYOB EXO BUSINESS Implementation Guide

Installers for the Aurora One ODBC drivers are available on the MYOB EXO Business CD in the Supporting

Files\Migration Wizard\Aurora folder. Installers for the Premier ODBC drivers are available in sub-folders under the Supporting Files\Migration Wizard folder. To install a driver manually, run the setup.exe installer in the folder for the driver that you want to install. For Premier drivers, determine the correct driver to install by the version of Premier you are migrating from:

Version of Premier ODBC Driver

v10 AU MYOB_ODBC v10 NZ MYOB_ODBC v11 AU v11 NZ

V12 AU

V12 NZ

Sub-Folder Name

AU_ODBCv6

NZ_ODBCv6

MYOB_ODBC_NZ7 AU_ODBCv7

MYOB_ODBC_AU7 NZ_ODBCv7

MYOB_ODBC_NZ8 AU_ODBCv8

MYOB_ODBC_AU8 NZ_ODBCv8

Only one version of each country’s ODBC driver can be installed on any machine at any one time. Incorrect versions must first be uninstalled before a new version can be installed.

MYOB ODBC Driver Troubleshooting

The following resources are available for troubleshooting and for further information about the ODBC driver:

Refer to the MYOB ODBC Reference documents that are installed with the MYOB ODBC driver.

These include installation instructions and a data dictionary, and are installed as PDFs.

Refer to the online knowledgebase on the MYOB website. In the MYOB website, choose Support, and then click on the Online Knowledge Base link. In the Knowledgebase search on ‘ODBC’. This knowledgebase contains a wealth of up to date information on the ODBC driver.

Contact MYOB Support.

If you are a registered MYOB Developer Partner, you will have access to the MYOB global developer support site, a site that provides tools, resources and support for the community of global developer partners.

When migrating data from MYOB Premier, the Migration Wizard prompts for a username and password for the Premier company file being migrated. It is recommended that a username other than the

Administrator be used. It is possible that the company file usernames may not have a password.

Before you run the Migration Wizard, make sure you have prepared the company file for migration. If you did not use the Installation Wizard to install the MYOB EXO Business software, make sure that you have installed the correct version of the ODBC driver, created a connection to the right data source and tested this connection.

The Migration Wizard guides you through the migration process and accepts an MYOB Premier or Aurora

One company file/database and converts the source data from the MYOB company file into its equivalent tables in EXO Business. The utility re-creates a copy of the company file/database as a temporary SQL database called MYOB_IMPORT or AURORA_IMPORT. This temporary database is deleted once the utility has completed successfully.

MYOB EXO BUSINESS Implementation Guide

The Migration Wizard accesses the imported data in the temporary database for conversion to the target

MYOB EXO Business database.

To run the Migration Wizard:

1. Copy the Migration Wizard executable, EXOMigrationWizard.exe, from the Supporting

Files\Migration Wizard folder of the EXO Business CD to the PC where the EXO Business database is located.

2. Start the Migration Wizard by double-clicking on it.

3. You will be asked if you want to download updates before proceeding. This is optional, but recommended. An Internet connection is required to download updates.

4. Click Next on the Welcome screen.

MYOB EXO BUSINESS Implementation Guide

5. Read the licence agreement, then select I accept the agreement and click Next.

6. Select the application that you will be migrating data from.

MYOB EXO BUSINESS Implementation Guide

7. If you are migrating from MYOB Premier, select the country you are based in and click Next.

8. Confirm that you have performed all of the pre-migration checks listed on this screen and click

Next.

MYOB EXO BUSINESS Implementation Guide

The list of checks differs depending on which product you are migrating data from:

9. If you are migrating from MYOB Premier, enter the location and name of the Premier company file, as well as the username and password to access it. Specify whether or not the company runs inclusive of GST. Click Next.

MYOB EXO BUSINESS Implementation Guide

10. If you are migrating from MYOB Aurora One, enter the location of the Aurora One database. (You do not need to specify a specific file; just the folder where the data is stored.) Click Next.

11. The Migration Wizard attempts to verify the company file, by performing a number of checks, such as: o The Premier company file can be accessed with the ID provided o The Aurora company database is accessible in the location specified o The company is in the current financial year

Any problems encountered will be displayed.

MYOB EXO BUSINESS Implementation Guide

12. Take note of the problems, then click Exit to close the wizard. Once the problems have been solved, the Migration Wizard can be run again. (If no problems are found, this screen will not appear.)

13. Select the SQL Server instance on the local PC that you want to migrate the data into and enter a username and password that can access it. Click Next.

The Migration Wizard can only be run locally and only the names of local SQL Server instances are listed.

If you are using a SQL Express instance created by the Installation Wizard, the logon details are: username: sa password: $ExoAdmin7000

MYOB EXO BUSINESS Implementation Guide

14. Select a SQL Server database to migrate the data into: o To migrate data into an existing database, select An existing EXO Business database, then choose a database from the list. o To create a new instance for the installation, select A new database, then enter a name for the new database.

Click Next.

15. Click Migrate to begin the data migration.

MYOB EXO BUSINESS Implementation Guide

16. The Migration Wizard displays a progress bar as the migration occurs.

17. Once the migration is complete, the results of the migration are displayed.

A migration log is generated—MYOB strongly recommends that a copy of this log be kept. To print a copy of the migration log, click the Print button. To save the migration log as a file, click the

Export button.

If any Fatal errors were encountered, click Abort to exit the Migration Wizard; otherwise click Next to continue.

MYOB EXO BUSINESS Implementation Guide

18. The Migration Wizard is now complete. Click Finish to exit the wizard. You are given the option of

starting the Configuration Assistant as soon as the Migration Wizard exits—see “Configuring MYOB

EXO Business” on page 70 for details of the configuration process.

MYOB Premier uses a two-level tax hierarchy to select default tax codes when transacting. This is based on an override flag in the customer and supplier record.

MYOB EXO Business deploys a three-level tax hierarchy and makes use of an “auto-select” tax code option to implement the selection of default tax codes for transactions.

Both Premier and EXO Business are loaded with a recommended set of tax tables.

The combination of these two factors means that it is not possible to automatically map tax codes from

Premier to EXO Business. So the Migration Wizard also migrates the Premier tax code against each transaction in the migrated EXO Business data, in the GL, Debtors, Creditors, Stock and transaction tables in

EXO Business. You can then run the Tax Rate Mapping Utility to map any of the Premier tax codes to the required EXO Business tax codes. The utility will update the tax code on all historical transactions migrated using the Migration Wizard.

The Tax Code Mapping Utility is for migrated databases only. This utility is only available in

MYOB EXO Business with migrated databases, and does not appear as an option for nonmigrated databases.

Translation Rules

If the Use Customer’s Tax Code or Use Supplier’s Tax Code override flag is set in Premier for a given customer or supplier, the utility will update the customer or supplier Override GST rate field with the equivalent MYOB EXO Business tax code from the mapping table. If the flag is not set in Premier, this field will be set to “Auto Select Rate” in order to activate the tax hierarchy functionality in EXO Business.

MYOB EXO BUSINESS Implementation Guide

The Override GST rate fields for individual stock and GL accounts are updated with the equivalent EXO

Business tax code from the mapping table.

To run the MYOB Premier Tax Rate Mapping Utility:

1. Open the Configuration Assistant, go to the Business Essentials > Tax Rates section and click the

MYOB Premier Tax Rate Mapper button. The list of tax codes contained in the tax code tables from

Premier is displayed.

2. Click an individual mapping line to change the mapping. The MYOB Premier Tax Rate Mapping window is displayed.

3. Select the appropriate Sales Tax Rate and Purchases Tax Rate from the drop-down lists and click

Save.

4. Update all the required tax codes in the list as required. Ensure that every individual line is completely mapped before clicking the Update Tax Codes window.

5. Click Update Tax Codes.

This starts a utility that will updates the stock, debtors, creditors and transaction records with the equivalent EXO Business tax codes based on the confirmed mappings.

Task

Install/Set up

Microsoft SQL

Server

Detail

Install Microsoft SQL Server, or if already installed check version of

Microsoft SQL Server.

Obtain ID and password to access

Microsoft SQL Server.

Notes

The Installation Wizard can install SQL Server 2008 R2

Express as part of the installation process, with the details username = sa, password = $ExoAdmin7000.

If you are using a different edition, it must be installed and set up manually.

MYOB ODBC

Driver Preparation

Install correct version of MYOB ODBC

Driver, or if already installed check that the version installed is correct.

Create and test ODBC Connection.

MYOB Premier company file user

ID and password

Perform

Migration

If migrating from MYOB Premier, obtain user ID and password to access the

Premier company file.

Copy Migration Wizard from EXO

Business CD.

Run Migration Wizard.

Print and review Migration Wizard log.

The ODBC driver installers are available on the EXO

Business CD in the Supporting Files\Migration Wizard folder.

It is recommended that you create a separate user ID and password for the migration.

The Migration Wizard executable,

EXOMigrationWizard.exe, is available on the EXO

Business CD in the Supporting Files\Migration Wizard folder.

Update Tax Codes

(Premier)

Maintain MYOB Premier Tax Code

Mapping.

Configuration Assistant > Business

Essentials > Tax Rates > MYOB Premier

Tax Rate Mapper

MYOB EXO BUSINESS Implementation Guide

This section looks closely at how the Premier data has been converted to MYOB EXO Business. It covers how data has been converted in the following areas:

General Ledger – see below

Debtors – see page 53

Creditors – see page 55

Stock – see page 56

The Migration Wizard aims to populate General Ledger posting accounts and transactions in MYOB EXO

Business from equivalent data from the MYOB Premier company file. This requires that the chart of accounts, transactions and opening balances to be migrated to EXO Business in a manner that allows the same financial results to be reproduced.

However, differences in the structure and architectures between Premier and MYOB EXO Business place some constraints on how the data is migrated.

Account Structure

MYOB Premier has the following General Ledger account structure:

X-XXXX (Account Classification-Account)

The Premier company file account structure is supported by a number of extensions that provide a great deal of flexibility for analysis purposes. These extensions include Jobs (at the transaction line level) and

Categories (at the transaction header level).

Jobs and Categories have been used by customers in a wide variety of ways often interchangeably and in a mixed manner. Typical uses include using them to represent cost centres, branches, sub-accounts, jobs and projects.

MYOB EXO Business has the following three-segment General Ledger account structure, where each segment can vary in length:

XX-XXXXX-XXXX (Branch-Account-Subaccount)

The Migration Wizard combines the Account Classification code and the Account code into a single field and makes this the Account code in EXO Business.

Premier Job Codes are migrated into EXO Business Analysis Codes. A new Analysis CodeSet called “Premier

Job Codes” is created to hold the migrated codes—Job Code hierarchies are recreated in Analysis CodeSets.

Migrated Job Codes are renamed to “Job Code: [name]”, where [name] is the original name of the Job Code in Premier. Budget data attached to Job Codes is migrated to the Budget field of the corresponding Analysis

Codes.

See “Analysis Codes” on page 82 for more information on Analysis Codes.

Budget data is only recorded for Analysis Codes that have been imported from Premier. New

Analysis Codes created in EXO Business do not have a Budget field.

Header Accounts

MYOB Premier allows header accounts to be organised into a structure, up to three levels deep, for reporting purposes. MYOB EXO Business does not make use of a hierarchical reporting structure, relying instead on the use of the Clarity report writer to structure reports.

MYOB EXO BUSINESS Implementation Guide

There are no equivalent structures to migrate the header account structure from Premier to EXO Business.

The Migration Wizard converts the top level header accounts to Account Groups in EXO Business and the second level header accounts to Report Groups.

Opening Balances

The Migration Wizard establishes the opening balances in MYOB EXO Business based on the Opening balances at the beginning of the last financial year.

The last financial year in Premier is determined by the time a year end close was last performed.

The Migration Wizard establishes the opening balances for last year by creating a journal posting in the last period of the year prior to the last financial year by subtracting the sum of all general ledger transactions from all years up to the last financial year from last year’s opening balance for each account. This transaction is posted using batch number “-2” and described as “MYOB Opening Balance”. This is necessary because all GL transactions are migrated to EXO Business and some of them can be dated before the start of the last financial year.

Even though GL transactions prior to the start of the last financial year are migrated and can be displayed in MYOB EXO Business, the Trial Balance will only be valid and in balance for period beginning with the first period of the last financial year and onwards.

Transactions

The Migration Wizard migrates all available General Ledger transactions from Premier to MYOB EXO

Business except for future-dated GL journals.

Premier stores summary historical account period movements for each period and each account for last year, the current year and next year. However some of the individual transactions that make up the summary account movements for last year may have been purged from the system as a result of performing a year end close in Premier.

With Premier version 9 and earlier, all closed transactions are automatically purged from the system when a year end close is performed. From version 10 onwards, there is an option to retain closed transactions.

Where transactions are purged from the system, these transactions are no longer available for migration to

EXO Business.

Unlike Premier, the summary of account movements in EXO Business must reflect the sum of the individual transactions and there are utilities to recalculate the movement balances. No equivalent utilities are available for Premier because closed transactions may be purged from the system. In order to reproduce the monthly account movements in EXO Business, the Migration Wizard calculates and posts a journal where the sum of the individual transactions migrated to EXO Business does not agree with the monthly account movements from Premier. This journal is described “Account Activity Adjustment” and is posted using batch number “-2”.

No Account Activity Adjustment transactions should be generated for the current year or for period in last year if the year end close was performed with Premier version 10 or later, and the option to keep closed transactions from prior years was selected.

If these conditions were met, and these adjustments exist, a more careful review of the data migrated should be undertaken.

Job and Category Codes

Although the Migration Wizard does not re-create Job and Category code structures in MYOB EXO Business, where general ledger transactions have associated with Jobs or Category codes, these are migrated to EXO

Business as Extra Fields.

MYOB EXO BUSINESS Implementation Guide

Future-Dated Transactions

MYOB allows transactions to be posted to future periods. MYOB EXO Business uses a specific period ageing concept to control postings to the General Ledger. This feature does not currently allow posting transactions to future periods.

The Migration Wizard eliminates any future-dated transactions and logs them as exceptions during the conversion. This means that the resulting EXO Business database will not contain these future transactions.

Multi-Currency

Premier allows transacting in foreign currencies by designating the currency for individual debtor and creditor accounts. The debtor and creditor control accounts to which these accounts are linked to in the GL must also be designated with the same currency code. This results in multiple GL debtor and creditor accounts each designated a specific currency.

Each GL account that is designated with a currency other than the default local currency must have a linked

Exchange Difference account.

This arrangement is necessary as all postings to a foreign currency designated GL account are made in that specific currency because the balance in these account are in the designated currency. Therefore a linked

Exchange Difference Account is necessary to hold the transaction difference amount to derive the total local currency equivalent. Therefore a single foreign currency transaction always results in two journal postings to the general ledger.

MYOB EXO Business similarly requires that individual debtor and creditor accounts be designated a specific currency in order to trade in the specific currency. However, EXO Business posts only a single local currency equivalent amount but stores both the local and foreign currency amount in the transaction record.

Additionally EXO Business provides for only a single GL control account for debtors and creditors.

The differences in the way that multi-currency functionality is implemented in Premier and EXO Business means that there is a need to consolidate the two postings that exist in Premier into a single transaction for migration to EXO Business.

The Migration Wizard will move the consolidated transaction and post it to the equivalent debtor or creditor account in EXO Business in local currency as required by EXO Business. Although the linked

Exchange Difference account will be created in EXO Business, it will not contain any transactions and will be marked as obsolete.

You will need to manually merge the multiple control accounts into a single debtor and creditor control account, post-conversion, using a manual journal entry. Do this once the post-conversion reconciliations have been satisfactorily completed.

MYOB EXO BUSINESS Implementation Guide

The Migration Wizard establishes Debtor accounts and opening debtor balances from relevant data in the

MYOB company file. Historical sales invoice and payment transactions data created in MYOB EXO Business are constrained by the completeness of available data in the source MYOB company file.

Debtor Accounts

Debtor account data is populated using data obtained from the Customer and Card File records in Premier.

Only active accounts are migrated to MYOB EXO Business.

Address and Contacts

Premier allows for up to five sets of addresses and contact numbers to be defined. The Migration Wizard uses Address 1 and Address 2 to populate the postal and delivery addresses.

Contact records are created for each of the contacts specified for the Bill To and Ship To addresses in

Premier.

Credit Terms

Premier and MYOB EXO Business provide for a different number of types of credit terms.

MYOB Premier

COD

Prepaid

MYOB EXO Business

No Credit, cash only

(Not currently supported in MYOB

EXO Business)

In a Given # of days Days from transaction date

On a Day of the month Days from month following

# of Days after EOM

Day of Month after

EOM

Days from month following

Days from month following

Cash and days from transaction dates are treated as equivalent in both systems. No of Days after EOM and

Day of Month after EOM in Premier are treated as reasonable equivalents for Days from month following in MYOB EXO Business.

On a day of the month can have a similar effect as Days from month following if the transaction occurs after the nominated day of the month.

The Migration Wizard determines all credit terms used in the MYOB company file and creates their equivalents in EXO Business. The term On a Day of the month does not map fully to an equivalent EXO

Business credit term type. Credit terms in EXO Business are created and mapped to these term codes but described as “x of Month Warning was DOM”. These should be reviewed and properly accounted for in

EXO.

In Premier, it is possible to use the term code COD and specify a number of days other than zero. This results in multiple entries for the term code COD. EXO Business only allows for a single COD term code with zero days. All COD term codes in Premier are migrated to the single COD term code in EXO Business. Those

COD codes which do not have a zero number of days are flagged in the Migration Wizard log for post migration review and correction.

You can manually create a credit term in MYOB EXO Business for the End of this month in

Configuration. Click on Admin, and then Finance and Credit Terms, create a new credit term and in the Credit factor field enter ‘-99’.

MYOB EXO BUSINESS Implementation Guide

Payment Details

The default payment type is populated based on the Payment Method in Premier. However MYOB EXO

Business only provides for the Bank Account details to be maintained and only bank account details are brought over from Premier.

Price Policies

Item prices, price levels and quantity breaks in Premier are maintained against the item record. Base prices and price levels in MYOB EXO Business are held against the stock record but quantity breaks are maintained against the debtor records using Price Policies.

The Migration Wizard creates a price policy named MYOB Stock Levels and populates it with the selling price quantity breaks for each debtor account for each stock item using the base price specified for the debtor

Sales Orders and Sales Invoices

Sales orders and sales invoice transactions are maintained in two separate sets of tables in MYOB EXO

Business. In Premier, there is only a single set of sales transaction table with orders being a specific status of a sale transaction record.

All transactions in the Premier sales tables are migrated to either the EXO Business purchase tables or invoice tables. This has the net result of populating the EXO Business sales order tables with only open sales orders and the EXO Business sales invoice tables with both open as well as closed sales invoices.

The completeness of the historical transaction records migrated is dependent on extent to which closed transactions have been purged from the MYOB company files as a result of performing a year end close.

Current Debtor Balances

The current debtor account balances are established in MYOB EXO Business based on the open sales invoice transactions migrated from the MYOB Premier company files.

Sales Invoice Settlement Details

Sales invoice settlement details in MYOB EXO Business are maintained in the Debtor Allocation Table.

In Premier, the different types of payment settlements are held in different tables:

Payment

Credit Refunds

Credits Settled

The Migration Wizard creates the records in the debtor allocation table in MYOB EXO Business from each of these separate files.

Customer Deposits

Customer deposits are migrated to MYOB EXO Business as unallocated cash receipts. These unallocated receipts form part of the individual debtor sub-ledger account balance.

For reconciliation purposes, the total of the Debtor sub-ledger (the Aged Debtor Balances) must be reconciled to the total of the Debtor Deposits balance sheet account and the Debtors Control Account.

If multiple debtor control accounts have been used in Premier, these must be merged manually using a GL journal posting into a single debtor control account after the Migration

Wizard has been run.

MYOB EXO BUSINESS Implementation Guide

In Premier, changing the status of a purchase transaction from Order to Invoice automatically creates the

GL Journal entry to transfer the deposit amount from the GL Deposits account to the Trade Debtors

Account. In EXO Business this GL posting occurs when an allocation transaction is performed.

A single customer receipt in Premier can be allocated to multiple customer deposits and open sales invoices. In EXO Business, a single customer receipt can only be applied to a single debtor deposit. For such receipts, the Migration Wizard will create separate receipts for each individual deposit for migration to EXO

Business, with an alphabetic suffix added to preserve the reference to the original receipt.

The Migration Wizard establishes creditor accounts and opening debtor balances from relevant data in the

MYOB company file. Historical purchase invoice and payment transactions data are created in MYOB EXO

Business are constrained by the completeness of available data in the source MYOB company file.

The Migration Wizard populates the creditor and creditor transaction tables using data from the Premier

Supplier card file, Purchase and Purchase Line tables.

Creditor Accounts

The creditor account details are populated using data from the supplier card file records in Premier. Only active accounts are migrated to MYOB EXO Business.

Purchase Orders and Purchase Invoices

MYOB EXO Business maintains a separate set of tables for purchase orders and purchase invoices. Only one set of purchase transaction tables is maintained in Premier which uses the status of the individual header record to indicate whether the transaction is a purchase order or a purchase order.

All transactions in the Premier purchase tables are migrated to either the EXO Business purchase tables or purchase invoice tables. This has the net result of populating the EXO Business purchase order tables with only open purchase orders and the EXO Business purchase invoice tables with both open as well as closed purchase invoices.

Current Creditor Balances

The current creditor account balances are established in EXO Business based on the open purchase invoice transactions migrated from the MYOB company files. In addition to open invoice transactions, the

Migration Wizard migrates all available closed purchase invoice transactions found in the MYOB Premier company files.

The completeness of the historical transaction records migrated is dependent on extent to which closed transactions have been purged from the MYOB company files as a result of performing a year end close.

Purchase Invoice Settlement Details

Purchase invoice settlement details in MYOB EXO Business are maintained in the Creditor Allocation Table.

There is no single equivalent Creditors Allocation table in Premier. Different types of payment settlements are held in the following tables:

Supplier Payments

Debit Refunds

Debits Settled

The Migration Wizard creates the records in the creditor allocation table in MYOB EXO Business from each of these separate files.

MYOB EXO BUSINESS Implementation Guide

Supplier Deposits

Supplier deposits are migrated to MYOB EXO Business as unallocated cash payments. These unallocated receipts form part of the individual creditor sub-ledger account balance. EXO Business does not provide a specific transaction type for supplier deposits. Unallocated supplier receipts are used to provide this capability.

This means that the supplier deposit is treated in the same generic manner as all supplier unallocated payments and forms part of the individual creditor sub-ledger account. As a consequence, it is necessary to treat the balance in the Supplier Deposits account as if it were a creditor control account.

For reconciliation purposes, the total of the creditor sub-ledger (the Aged Creditor Balances) must be reconciled to the total of the Supplier Deposits balance sheet account and the Creditor Control Account.

Note that Premier supports the use of multiple debtor control accounts. These control accounts and the

Supplier Deposit accounts must be merged manually using a GL journal posting into a single debtor control account after the Migration Wizard has been run.

Where a single receipt in Premier has been used to pay one or more open invoices as well as for a supplier deposit, this transaction will be flagged in the Migration Wizard log with a warning for review.

The Migration Wizard establishes Stock records and current stock balances and valuation from relevant data in the MYOB Premier company file. Historical stock transactions data are created within the constraints of available data in the source MYOB company file.

The Migration Wizard populates the stock and stock transaction using data from the Premier Item, Item

Sales and Item Purchase tables. There is no single equivalent stock transaction table in Premier and the

Migration Wizard therefore creates this table from the individual tables in Premier where the different types of transactions are stored.

Currently an issue with the MYOB ODBC driver prevents the Migration Wizard from successfully extracting data from the Premier item adjustment and item stock build transaction tables. These transactions are therefore not migrated to the MYOB EXO

Business stock transaction table.

Quantity Price Breaks

Quantity price breaks in Premier are associated with the individual item record. In MYOB EXO Business quantity price breaks are defined against the individual debtor accounts.

For each band of quantity price breaks for each item in Premier, the Migration Wizard creates a pricing policy and price rules in EXO Business using the equivalent price break data based on the customer’s price level and attach the appropriate quantity price break to every customer.

This retains the pricing structure from Premier but should be reviewed as part of the overall implementation process going forward.

Sell Prices

Item selling prices in Premier can be set as inclusive or exclusive of tax individually for each item. In MYOB

EXO Business this is a system-wide setting in the Configuration Assistant: GST inclusive pricing for Debtors, in the Essential > General Settings window.

In order to facilitate the migration of selling price data, the Migration Wizard prompts for a system-wide decision to be nominated. This nomination determines whether the system-wide setting Configuration

Assistant should be set to be tax inclusive or exclusive.

MYOB EXO BUSINESS Implementation Guide

Based on the setting, the Migration Wizard identifies all stock records where the flag setting from Premier is at variance to the nominated method and logs them as exceptions in the Migration Wizard error log and amends the prices accordingly using the tax rate associated with the tax code for the stock record.

Cost Prices

The Supplier Cost and Last Cost are populated using the Last Tax Exclusive Purchase Price and Average Cost from Premier.

The average cost is populated using the average cost from Premier and is used to calculate the current stock value in MYOB EXO Business.

Ledger Posting Profile

There are three general ledger posting accounts associated with a stock item:

Sales GL Code

Purchase Clearing GL Code

COGs GL Code

The general ledger posting accounts available against an item in Premier is determined by the combination of three flags on the item record:

Sell item

Buy item

Inventory Item

MYOB Premier

Sell Only Item

Buy Only Item

MYOB EXO Business

Lookup = Yes Sales GL Code = Income Account from Premier

Lookup = Yes

Buy and Inventory Item No equivalent in EXO

Business

Purchase Clearing GL Code = Expense Account from

Premier

COGS GL Code = Expense Account from Premier

Item added to EXO Business but no Accounts added. Error noted in Migration Wizard log

There is no equivalent of the Purchase Clearing account in Premier. It is recommended that an account name “Purchase Clearing” be created in Premier prior to running the Migration Wizard. If the utility does not find the existence of this specifically named account in Premier, it will create this account in MYOB EXO

Business using the next available account number after the Trade Creditor Control Account.

Stock Balances

Current stock balances in MYOB EXO Business are based on the sum of the transactions in the stock transaction table. Note that not all transactions will be available in EXO Business post migration for the following reasons:

Closed transactions are purged from the MYOB company files as part of the year end rollover process

Technical issues with the MYOB ODBC driver presently prevent the migration of the stock adjustment and stock build transactions.

The Migration Wizard calculates a balancing adjustment to ensure that the sum of the stock transactions to sum to the current balance in EXO Business. This adjustment is described as “Balancing Adjustment” and is dated the date that the Migration Wizard is run.

MYOB EXO BUSINESS Implementation Guide

Stock Valuation

The Migration Wizard sets the stock valuation method in MYOB EXO Business to perpetual stock using weighted average costs in order to retain consistency with the stock valuation method in Premier.

EXO Business contains a utility to recalculate weighted average cost. In order to ensure that this utility functions properly, the total stock balance is issued out and immediately received back in at the current average cost. These transactions are described as “Ave Cost Zeroing” and “Ave Cost Reset” and are equal and opposite quantities equal to the current stock balance.

Stock Transactions

Only Item sales and purchases transactions are currently migrated from Premier and used to populate the

Stock transaction table in MYOB EXO Business.

Stock adjustment and build transactions are not currently migrated.

Inventory Valuation

Premier is a perpetual inventory system that uses weighted average cost. MYOB EXO Business allows for perpetual inventory or periodic stock and supports three stock costing methods; Average Cost, Latest Cost and Standard Cost.

In order to maintain consistency, the Migration Wizard sets the Stock Cost Method in EXO Business to

Average Cost and the Stock System to Perpetual Stock.

MYOB EXO BUSINESS Implementation Guide

This section details the data migrated into MYOB EXO Business from Aurora One, which should be checked for accuracy following the migration.

The following General Ledger data is migrated from Aurora One:

Data Populated with

GL Accounts

GL Sub-

Accounts

GL Control

Accounts

Table in EXO

Business

GLACCS

GLSUBACCS

GL_CONTROL

Data from the Aurora One GL table.

Data from the EXO Business GLACCS table, once it has been populated.

GL Transactions GLTRANS

Data from the Aurora One GL table, mapped according to the GL table’s LINK field. The following control accounts are mapped (the value in brackets is the value from the Aurora One LINK field):

BANK01 = (BA)

BANK02 = (BA)

DEBTORS = (DR)

CREDITORS = (CR)

CREDITORSTAX = (GE)

DEF_SALES = (SA)

DEF_PURCH = (PU)

DISCOUNTPROVISION = (DD)

ON_COST_CLEARING = (JC)

ON_COST_VARIATION = (JC)

CR_PPDISC = (CD)

All other GL control accounts are set to 0.

Data from the Aurora One GLBAT table.

The following Debtor data is migrated from Aurora One:

Data Table in EXO

Business

DR_ACCGROUPS

Populated with

Data from the Aurora One TABLES table where the GRP field = “D”. Debtor Account

Groups

Debtor Accounts

Debtor Contacts

Debtor

Transactions

Debtor Invoices

DR_ACCS

DR_CONTACTS

DR_TRANS

DR_INVLINES

Data from the Aurora One DMASTER table.

Data from the Aurora One DMASTER table.

Data from the Aurora One INVIDX and DOPEN tables.

Data from the Aurora One OLDINV table and the EXO Business DR_TRANS table, once it has been populated.

MYOB EXO BUSINESS Implementation Guide

The following Creditor data is migrated from Aurora One:

Data Table in EXO

Business

CR_ACCGROUPS Creditor Account

Groups

Creditor Accounts CR _ACCS

Creditor Contacts CR _CONTACTS

Creditor

Transactions

CR _TRANS

Creditor Invoices CR _INVLINES

Populated with

Data from the Aurora One TABLES table where the GRP field = “C”.

Data from the Aurora One CMASTER table.

Data from the Aurora One CMASTER table.

Data from the Aurora One PURCHIDX and DOPEN tables.

Data from the Aurora One PURCHLN table and the EXO Business

CR_TRANS table, once it has been populated.

The following Stock data is migrated from Aurora One:

Data

Stock Groups

Table in EXO Business Populated with

STOCK_GROUPS Data from the GRP field of the Aurora One STOCK table and data from the EXO Business CL_CONTROL table, once it has been populated.

Stock Price Groups STOCK_PRICE_GROUPS A single entry with the GROUPNAME set to “DEFAULT”.

Stock Items

Stock Locations

STOCK_ITEMS

STOCK_LOCATIONS

Data from the Aurora One STOCK table.

Data from the Aurora One AREAS table.

Data from the Aurora One STKBALS table. Stock Location

Information

STOCK_LOC_INFO

Stock Transactions STOCK_TRANS Data from the Aurora One ATAUDIT table.

STOCK_TRANS lines are also created to zero the stock balance and create opening balances so that stock quantities match Aurora One stock quantities.

The following Period data is migrated from Aurora One:

Data

Periods

Table in EXO

Business

PERIODS_DEFN

Populated with

PERIODS_STATUS

The default periods installed in the blank EXO database, modified to reflect

Aurora One’s financial year.

Data based on Transaction Dates from the Aurora One INVIDX table. Period

Statuses

Ledger

Periods

LEDGER_PERIODS Data from the EXO Business PERIODS_STATUS table, once it has been populated.

MYOB EXO BUSINESS Implementation Guide

Tax Rates are not migrated from Aurora One. A default set of rates not related to the rates in Aurora is created in the TAX_RATES table of the blank EXO Business database.

Branch information is migrated into the EXO Business BRANCHES table from Aurora One, based on data from the Aurora One AREAS table.

Staff (Users) information is migrated into the EXO Business STAFF table from Aurora One, based on data from the Aurora One LOGIN table and data from the Aurora One TABLES table, where the GRP field = “R”.

Bill of Materials data is migrated from Aurora One. The EXO Business BILLOMAT_HDR and

BILLOMAT_LINES tables are populated with data from the Aurora One KIT table.

MYOB EXO BUSINESS Implementation Guide

If any errors are encountered during a migration, several sources of information available to help identify and solve the cause of the errors. Once the errors are solved, the migration can be run again to correct the results of the previous failed migration.

The Migration Results screen of the Migration Wizard lists any errors that were encountered. This list can be printed out and examined to determine where the migration encountered problems and how these problems can be remedied.

If the errors on the results screen are not sufficient to determine the cause of errors, more information is available by running the Migration Wizard in debug mode.

To activate debug mode, run the Migration Wizard from the command line, specifying the /debugsql option:

EXOMigrationWizard.exe /debugsql

As errors are encountered during the migration process, the migration pauses and the Migrate SQL

Debugger appears showing details of the error:

The operation that was being attempted when the error occurred is displayed on the Current Migrate SQL

Script tab. Details of the error are displayed on the SQL Error Information tab.

MYOB EXO BUSINESS Implementation Guide

From the MYOB SQL Debugger, you can:

Run SQL scripts from the SQL Script Editor tab to examine the current contents of the EXO Business database. The scripts’ results are displayed on the SQL Data Viewer tab.

Click Log Error and Continue with Migrate to close the MYOB SQL Debugger window and proceed.

Click Abort Migrate to exit the Migration Wizard at this point.

If you choose to continue with the migration, the number of errors encountered so far is displayed on the

Migration in Progress screen underneath the progress bar.

Most errors encountered during migration are a result of invalid data in the Premier/Aurora One source files.

If the invalid data can be identified, it may be possible to correct it using a FoxPro database tool such as

DBF Viewer 2000 ( www.dbf2002.com

).

Errors can also occur if dates do not match. The migration process uses the current system date of the computer that the migration is running on to decide on the current period. If the date on which you are running the migration is outside the last open period of Premier company data, the Aged Balances will be correct, but out by one month. In order to work around this, you must close the last period, to make sure that the current date of migration is within Premier’s open period.

MYOB EXO BUSINESS Implementation Guide

The purpose of the post-migration activities is to check that the target MYOB EXO Business database has been properly populated from available data in the source company file.

These activities are organised into the following groups:

General Ledger Reconciliation

Debtors Reconciliation

Creditors Reconciliation

Stock Reconciliation

Bank Reconciliation

Miscellaneous Activities

Check Trial Balance

1. In MYOB EXO Business, go to the Transactions menu and choose General Ledger and then GL Trial

Balance Tree.

2. Select Trial Balance in the View options, select YTD at: and choose the first period of last year, then click Load.

The trial balance as at the selected period will load and should return a BALANCED status.

3. Repeat with the first period of the current financial year.

The trial balance for periods earlier than the first period of the last financial year will return an

“OUT BY” status. This is because the opening balances in the general ledger are established in

MYOB EXO Business at the beginning of the last financial year at the time of the migration.

MYOB EXO BUSINESS Implementation Guide

Delete Exchange Difference Accounts

The Exchange Difference Accounts are accounts that are linked to General Ledger accounts that are nominated as foreign currency accounts in MYOB Premier. Because MYOB EXO Business posts foreign currency transactions differently to Premier, these accounts will have a zero balance and will not contain any posted transactions post-migration and are no longer required. Their description will be prefixed with

##OBSOLETE## and can be deleted from the system.

Consolidate Control Accounts

MYOB EXO Business only provides for a single control account each for Debtors, Creditors and Stock.

Premier can have multiple control accounts for Debtors and Creditors. Multiple control accounts will exist if multi-currency has been switched on and used. Premier can also have multiple control accounts for stock.

The following reports should be used to identify multiple control accounts in Premier:

The Inventory Reconciliation Report includes a list of all stock control accounts

Aged Receivables Summary generated individually for each currency

Aged Payables Summary generated individually for each currency

It is necessary to select one control account each and create manual journal entries to transfer and consolidate the balances from the remaining control accounts after the control accounts are reconciled to the sub-ledgers.

Reconcile Debtor Deposits

If the migrated company data contains debtor deposit transactions, use the Debtors Payments Listing report to print a list of unallocated deposit transactions and check that the transactions listed agree with the list of items with a source code SJ in the Premier Deposits report, or the Aurora One Balances –

Unallocated Payments report.

Check that the Deposits Received account has been properly updated in the Configuration Assistant. Go to the Essential menu and choose GL Control Accounts and then Custom.

Reconcile Aged Debtors

The MYOB EXO Business Debtors Aged Balances Report should be used to reconcile the balances brought forward from MYOB Premier/Aurora One. It is recommended that this report be generated with the option to group by currency and run twice: once with the option to convert currencies, and then again with the option switched off.

The report where the balances are converted into local currency should be used to reconcile the GL debtor control accounts.

The report where the balances are displayed in their respective currencies should be used to reconcile to the Aged Receivables listings by individual currency.

Merge Debtor Control Accounts

Where multiple debtor control accounts exist in the company data that was migrated, only one must be selected as the default system-wide debtor control account. This includes all debtor control accounts and multi-currency Exchange Difference accounts used in MYOB Premier.

MYOB EXO BUSINESS Implementation Guide

The balances of all the other debtor control accounts must be consolidated into a single account manually with a GL journal. This chosen account must be account specified as the Debtors account in the

Configuration Assistant. Go to the Business Essentials section and choose GL Control Accounts, then click on the General tab.

Reconcile Aged Debtors with GL Control Account

The debtor sub-ledger account balances include debtor deposits. The total of the aged balances should be reconciled to the sum of the balance in the Debtor Deposits account and the merged Debtors Control account.

Any differences reported in the Inventory Value Reconciliation report which are not resolved will be carried over to MYOB EXO Business.

Reconcile Aged Creditors

The MYOB EXO Business Creditors Aged Balances Report should be used to reconcile the balances brought forward from MYOB Premier/Aurora One. It is recommended that this report be generated with the option to group by currency and run twice: once with the option to convert currencies, and then again with option switched off.

The report where the balances are converted into local currency should be used to reconcile the GL control accounts.

The report where the balances are displayed in their respective currencies should be used to reconcile to the Aged Payable listings by individual currency.

Merge Creditor Control Accounts and Supplier Deposits Account

Where multiple creditor control accounts exist in the company data that was migrated, only one must be selected as the default system-wide creditor control account. This includes all creditor control accounts and multi-currency Exchange Difference accounts used in Premier.

Supplier deposits are migrated to MYOB EXO Business as unallocated payments and are included in the individual Creditor account balances. Unlike Debtors however, there is no functionality in EXO Business that caters specifically for Creditor deposits. The balance in the Supplier Deposit account must therefore also be merged into the single Creditor control account.

The balances of all the accounts noted above must be consolidated into a single account manually with a GL journal. This chosen account must be account specified as the Creditor account in the Configuration

Assistant. Go to Business Essentials > GL Control Accounts and then click on the General tab.

Reconcile Aged Creditors with GL Control Account

The total of the aged balances should be reconciled to the balance in the single merged Creditors control account.

Any differences reported in the Inventory Value Reconciliation report which are not resolved will be carried over to MYOB EXO Business.

MYOB EXO BUSINESS Implementation Guide

Reconcile Stock Valuation

Use the MYOB EXO Business Stock Valuation report to reconcile the inventory migrated to EXO Business with the Items List Summary from Premier or the Stock Detail report in Aurora One. The report should be printed for inventoried items only.

Merge Stock Control Accounts

If more than one Stock control account has been used in Premier, it will be necessary to consolidate all the stock control accounts into a single control account, because EXO Business operates with only a single stock control account.

The Inventory Value Reconciliation report from Premier lists all stock by control account and should be used to identify all control accounts. For Aurora One, use the Stock Detail report.

The balances of all the accounts noted above must be consolidated into a single account manually with a GL journal. This chosen account must be account specified as the Stock On Hand account in the Configuration

Assistant. Go to Business Essentials > GL Control Accounts and then click on the Custom tab.

Reconcile Stock Valuation to GL Control Account

The total of the Stock Valuation report should be reconciled to the balance in the single merged Creditors control account.

Any differences reported in the Inventory Value Reconciliation report which are not resolved will be carried over to MYOB EXO Business.

Reconcile Unpresented Bank Transactions

All unpresented bank transactions are carried over to MYOB EXO Business as Unreconciled GL Transactions for the purposes of bank reconciliation. The Bank Reconciliation window (available from the Utilities menu) lists the total of unpresented bank transactions which can be used to reconcile to the Reconciliation

Report from Premier. There is no need to perform an actual bank reconciliation.

MYOB EXO BUSINESS Implementation Guide

Task

General Ledger

Reconciliation

Debtors

Reconciliation

Detail Notes

Check that GL Trial Balance is in

Balance for all periods from the first period in last financial year to current period.

Use GL Trial Balance Tree. Use Range Option: YTD at and check each period.

If necessary check individual account balances using the Balance

Sheet and Profit & Loss Multi-period spreadsheets.

Note that periods earlier than first period of last financial year are unlikely to be in balance.

Use Trial Balance report from Premier/Aurora One. Check individual GL account balances for the current period.

Reconcile Debtor Deposits.

Reconcile Debtor Aged

Balances between the source data and EXO Business.

Merge debtor control accounts.

Use the EXO Business Debtor Payments Listing and check Only

Allocated and Only Deposits to reconcile to Premier Deposit

Transaction Report (Source code: SJ).

The Aged Debtor balances from Premier/Aurora One must reconcile to the Aged Debtors balances from MYOB EXO Business excluding debtor deposits.

This is only necessary if multiple debtor control accounts have been used in Premier. This must be done with a manual GL journal.

Reconcile Debtors Aged

Balances to GL Control

Accounts.

Correct Customer Deposit

Transactions Flagged in the

Migration Wizard Log.

The total of the single merged Debtors GL account and the Debtor

Deposit GL account should now agree with the total of Debtors

Aged balances.

Note that unreconciled differences in Premier/Aurora One will be carried over to MYOB EXO Business.

Where a single receipt has been applied to multiple transactions which include a customer deposit, the whole amount is migrated to EXO Business as a customer Deposit. The allocation records associated with the other transactions are NOT created. The deposit amount must be manually adjusted and the allocation records for the other non-deposit transactions created manually.

Premier allows number of days other than zero to be specified for the COD term code. These flagged items must be reviewed and corrected as necessary in EXO Business.

Creditors

Reconciliation

Review and Correct Customer records with COD term code warnings Flagged in the

Migration Wizard Log.

Reconcile Creditor Aged balances between the source data and EXO Business.

Merge Creditor control accounts.

Merge the Supplier Deposit account into the Creditors

Control account.

The Aged Debtor balances from Premier/Aurora One must reconcile to the Aged Debtors balances from EXO Business excluding creditor deposits.

This step is only necessary if multiple creditor control accounts have been used in Premier. This must be done with a manual GL journal.

Note that unreconciled differences in Premier will be carried over to EXO Business.

Supplier deposits are migrated to EXO Business as unallocated payment which form part of the creditor account balance.

MYOB EXO BUSINESS Implementation Guide

Task

Stock

Reconciliation

Bank

Reconciliation

Detail Notes

Reconcile Debtors Aged

Balances to GL Control

Accounts.

The balance in the single merged Creditors GL account should now agree with the total of Debtors Aged balances.

Note that unreconciled differences will be carried over to MYOB

EXO Business.

Reconcile Stock valuation between the source data and

EXO Business.

Merge Stock control accounts. This step is necessary only if multiple stock control accounts have been used.

Reconcile Stock Valuation to GL

Control Account.

Reconcile unpresented bank transactions.

Open reconciliation in MYOB

EXO Business Check that total of unpresented transaction agrees with total Reconciliation

Report from Premier.

Do not save the reconciliation as this saves the opening bank statement balance.

General Ledger

Reconciliation

Check that GL Trial Balance is in

Balance for all periods from the first period in last financial year to current period.

Use GL Trial Balance Tree. Use Range Option: YTD at and check each period.

If necessary check individual account balances using the Balance

Sheet and Profit & Loss Multi-period spreadsheets.

Note that periods earlier than first period of last financial year are unlikely to be in balance.

MYOB EXO BUSINESS Implementation Guide

MYOB EXO Business is highly configurable, with a very wide range of available settings to control the operation of the system. Configuration of the EXO Business system is performed with the Configuration

Assistant.

Some configuration options are set to sensible defaults on install and are not available in the

Configuration Assistant. All configuration options are available in the EXO Business

Configurator module (ExoConfig.exe). This module requires a separate “EXO Configurator” licence to run.

The Installation Wizard and Migration Wizard both include options to start the Configuration Assistant automatically following their completion.

At any time after installation or data migration, the Configuration Assistant can be opened in one of the following ways:

Select MYOB EXO Configuration Assistant from the MYOB EXO Business folder in the Windows

Start menu.

Double-click the MYOB EXO Configuration Assistant icon on the desktop.

MYOB EXO BUSINESS Implementation Guide

The Configuration Assistant runs in two modes:

Immediately after the installation of EXO Business software, the Configuration Assistant runs in

Setup Mode, where you are guided through the configuration of essential settings.

Once the initial configuration is complete, the Configuration Assistant runs in Maintenance Mode, where all configuration options are available.

The Configuration Assistant initially runs in Setup Mode. In this mode, you are guided through the various essential settings that must be configured (or at least verified) before you can begin using MYOB EXO

Business.

Sections marked with the icon contain essential settings that must be confirmed. Once you have performed all configuration and/or verified that all details are correct for a section, click the Confirm button at the bottom right of the window. Once a section has been confirmed, its icon changes to .

The MYOB EXO Business system will display a warning every time it is started until all Configuration

Assistant sections requiring confirmation have been confirmed.

Sections requiring confirmation are marked with the icon in this manual.

Once the initial configuration has been completed, the Configuration Assistant will run in Maintenance

Mode from then on. In Maintenance Mode, all sections are available for configuration in any order. Settings do not need to be confirmed.

The settings in the Configuration Assistant are divided into the following sections, each of which has one or more sub-sections underneath it:

Registration – see “Registration and Licensing” on page 76

Business Essentials – see “Configuring Business Essentials” on page 78

System – see “

MYOB EXO BUSINESS Implementation Guide

Configuring System Details” on page 84

Staff – see “Setting up Staff” on page 84

Administration – see “Business Administration” on page 91

Profiles – see “Setting up Profiles” on page 95

Changes made in the Configuration Assistant appear in the main MYOB EXO Business application the next time it opens. If it is open at the same time as the Configuration Assistant, select Refresh Settings from the File menu to update the application with the new changes.

MYOB EXO BUSINESS Implementation Guide

The Configuration Assistant includes a function to update the MYOB EXO Business database for any changes to the program. This function runs automatically as soon as the Configuration Assistant opens, in the following circumstances:

After a product upgrade, when the program files are a newer version than the database.

After a new add-on module has been added—see “Add-on Modules” on page 77 for more

information on add-on modules.

You can also run the Database Update function manually by clicking the Launch Update button on the

Registration Keys screen. If a new module has been added, or a later version of a module has been installed, the Database Update function will run. (If all modules are up to date, the function will not run, as there is nothing to update.)

It is strongly recommended that the database be backed up before any updates are performed. This means the database can be restored and operation continued on previous program versions should any issues occur.

Never restore a backup over the only live copy of a database, just in case a backup is invalid, in which case the live copy will could also be destroyed. Ideally rename the original database for archival purposes.

Once the Database Update function starts, the following screen is displayed:

MYOB EXO BUSINESS Implementation Guide

The Module, Current Version number, and New Version number of any modules requiring updates are displayed. The Minimum Core Version of MYOB EXO Business is also displayed, to confirm that all modules are being updated to the correct version. Select the modules to be updated by ticking or clearing the boxes next to them.

Four buttons are available on the Database Update window:

Print – Prints the current contents of the report windows to the default printer.

Report – Provides a summary of the changes the Database Update will make, without actually performing the update.

Update – Perform the actual update.

Cancel – Exit the Database Update window, without performing the update. The update can then be run at another time.

To view the report, click the Report button. This updates the Progress Report section to show what can be expected when the update is run. Use the scroll bars to move through the contents of the report.

MYOB EXO BUSINESS Implementation Guide

To begin the update, click the Update button. The progress of the update is displayed as it runs:

Note any information that appears in the Important Warnings section, and action as appropriate. If there are numerous warnings, it may be useful to copy and paste them into a document for later action (rightclick inside the Important Warnings section for Cut/Copy/Paste options). Alternatively, click the Print button to print out the contents of the Progress Report section, the Important Warnings section, or both.

You are also given the option of emailing an upgrade report to your Implementation Partner.

Once complete, click the Close button. The Database Update window closes, and the Configuration

Assistant returns to the main window. Depending on the changes made, you may have to close the

Configuration Assistant and re-open it to continue.

If a Database Update operation fails, the process will stop, and an error message is displayed. If this happens, the following steps should be undertaken:

Note the action happening just before the error occurred. This will normally give an indication of the area being modified.

Ensure there have been no database changes or customisations done on the client site. Often a dependency issue may occur if additional triggers or indexes have been created specifically for the site, and this may prevent the Database Update process from modifying the database.

Ensure the database is in “good order”. For example, ensure a full backup and restore has been performed before updating, and that the database verifies correctly using the database verification tools.

Use database analysis tools (such as MS SQL Profiler) to watch the queries performed on the database, to establish what command is causing the issue.

MYOB EXO BUSINESS Implementation Guide

The Registration section is the first section you should view on opening the Configuration Assistant, as it controls the registry codes that are required for the MYOB EXO Business system to work.

The Registration Keys section controls the registration code entry for MYOB EXO Business modules. The registration codes are specific to the company name, the individual EXO Business product, number of users and the expiry date of the registration code.

Note the colour of the highlight bar and module. If the line is red, then the module, number of users, security code, expiry date and/or company name do not match the code given. Check that all the items match the code requested.

Modules are divided into two sections: Core and Add-on. A single registration code applies to all Core modules. Add-on modules are all separately licensed—a registration code must be supplied for each one.

Registration codes can be downloaded and applied automatically, or they can be obtained from MYOB and entered manually. Both operations are performed from the Registration Keys section.

Before applying registration keys, however, it is vital to ensure that the company name is set up correctly:

1. Click Change Name to set the company name of the system.

2. Enter the company name, and click OK.

The spelling of the company name is critical for the registration code to be accepted.

Ensure the name given when obtaining the registration codes from MYOB is exactly the same as entered above. Take special care with abbreviations (Limited vs. Ltd), and punctuation (Pty. vs. Pty).

Incorrect spelling of the company name will cause the security code entry to be marked as

‘invalid’.

3. If the company is the subsidiary of a larger company, click Change Parent Name to set the name of the parent company.

To enter registration information:

1. Double-click the “EXO Business” module name.

2. Enter the following fields:

Max Users The registered number of users, as per the number of concurrent licences purchased from MYOB.

Registration Key The registration code received from MYOB for the selected module.

MYOB EXO BUSINESS Implementation Guide

Expiry Date The expiry date for the EXO Business module. For more information of how this will be applied to the End User please refer to the Terms and Conditions of the End User Licence

Agreement.

3. Click Save to save these settings.

The EXO Business module is the only module associated with an expiry date, however generally operation of the add-on modules will not be practical without a correctly registered

EXO Business product.

Specific registration codes are not required for the core modules included with MYOB EXO

Business, with the exception of EXO Business Config.

Add-on modules, e.g. Job Costing and Distribution Advantage, require separate individual registration codes.

To add new modules to MYOB EXO Business:

1. Start up the add-on module. For example, run the JobCost.exe file to begin Job Costing.

2. If this is the first time the module is run, the following message will be displayed:

Click Yes to add the module.

3. The licence agreement will display, and once accepted, the module will be added to the configuration. Click OK to continue.

4. Start the Configuration Assistant. This will automatically detect that a new version of Job Costing has been run, and prompt to run the Database Update.

5. Click Update to start the Database Update process. See “Database Update” on page 72 for details.

6. Once the update has completed, click the Close button.

7. The module name is now added in the Add-on versions list on the Registration Keys section.

Double-click the line to enter the security code.

An alternative method to running a module to add it to the registration screen is to use the

Registration > Registration Keys > Add button, and then select the module from the drop down list. Clicking the Launch Update button will then manually launch the Database Update function.

It is possible to register a number of new modules, and then run the Database Update process once to update all modules simultaneously.

It is possible to reset the version number of a module back, to re-run the Database Update process. This will try to recreate any missing metadata, for example, after correcting a failed

Database Update due to customisation.

MYOB EXO BUSINESS Implementation Guide

To reset a version number, select the required module, right-click the module and select Reset

version number to…and enter the version number when prompted. The Database Update process can then be run using the Launch Update button on the toolbar.

The Company Details screen holds details such as the name and address of the company using MYOB EXO

Business. This information is primarily used in reports for displaying the company’s contact details, but some fields also have a specific purpose in the system such as the Country and Bank Account fields.

Enter all details on this screen. Ensure that the Country is set correctly. This setting determines things like the tax return methods used, the localised name given to “tax” (e.g. GST or VAT), and other currency- specific attributes.

The Business Essentials section defines key fundamental settings that are not normally changed once transaction entry has begun, e.g. GL account definition and the tax system. These settings should therefore be set up carefully before trading begins.

The Implementation Notes section is a free-form notes area where implementers are encouraged to enter important notes about the installation. For example, this might include key configuration settings, database customisations, or any unusual implementation of extra fields.

There are also fields to enter details of the Implementation Partner and System Administrator. These details are displayed on the About Box of the core MYOB EXO Business application (select About from the

Help menu, then click Registration Details).

Click Register to send an email to MYOB containing the System Administrator Details and information from the Company Details section, so that MYOB’s records of your contact information can be updated.

The General Settings section holds information relating to decimal places, tax settings and stock costing methods.

Decimal Places in Numeric Values

Set the number of decimal places used in transactions for areas such as quantities and cost prices.

Tax (GST or relevant localisation)

MYOB EXO Business is primarily designed to record tax on an Invoice basis, i.e. each invoice line has a tax amount that is accrued as soon as the invoice is produced.

However, EXO Business does have additional mechanisms that will assist in the production of Tax returns based on when payments are made or received.

MYOB EXO BUSINESS Implementation Guide

The differences are:

When a payment is made you will receive additional prompts to record the tax portion of a payment transaction.

The Tax return (or BAS) will gather payment transactions rather than invoice transactions and will mark these as having been included on the tax return.

See the “Taxation Features” white paper for more information.

Tick the TAX inclusive pricing for debtors box if prices are entered inclusive of tax. Leaving the box clear indicates tax exclusive pricing.

Select the default tax rates applied to debtor and creditor transactions for analysis.

To apply witholding tax to Creditors Payments, tick the Witholding Tax on Creditors Payments option and specify a tax rate.

Other

This area contains other key settings, including selecting the Stock/Bill of Materials costing method to be used, and how “special” transactions are to be handled when using the AVERAGE stock costing method.

Tick the Operate in multiple currencies box to enable Multi-Currency support, which assists business who trade in foreign currencies.

In this section, you can configure the General Ledger as per the customer’s requirements. This information entered into this will seldom change after the initial setup and in some cases may actually have systemwide implications if it is changed.

GL Account Code Structure

The structure of the General Ledger coding method is set up here. GL account codes can be divided into up to three sections:

branch-account-subaccount

Both the branch prefix and sub-account suffix are optional. Select whether branches and/or sub-account sections are needed, and the number of digits for each section. An example of the structure you have entered is displayed below in red. This example updates as changes are made.

GL Stock Integration

Selects the method of stock system integration to the General Ledger:

Periodic stock This option is more suited to stock valuation where processes such as Job Costing or

Manufacturing (including the allocation of overhead or labour costs to the finished product) are used. This feature requires the user to have the "GL Closing Stock" procedure on their menu. Periodic Stock allows the user to determine the level of stock-on-hand to be reflected in the accounts at the end of the period

MYOB EXO BUSINESS Implementation Guide

Perpetual stock This option is the more complex of the two inventory integration methods. This method allows the posting of physical stock transactions to the General Ledger on a one-to-one basis. Disabling this feature will require the user to manually post stock valuations in a periodic manner (Periodic Stock system).

Perpetual Stock is more suited to warehousing and retail type situations with standard stock in/ stock out movements, and only supports Average stock costing methods. To use Perpetual Stock two additional accounts are required to be setup in the GL Control Accounts (Stock Clearing Account and a Stock

Adjustment Account). The Post Stock to GL menu procedure must be added to the users menu. The Stock

Purchases GL Code for physical stock should point to the Stock Clearing Account; the "Stock GL Coding" function included in the GL Utilities can be used to achieve this.

Select a Cost of Sales method – this controls the posting of cost of sales to the General Ledger. Choose from:

Post to Cost of Sales from GL Control A/c – This option posts all cost of sales to a single control account: the Cost of Sales account specified in the GL Control Accounts section.

Post to Cost of Sales A/c from Stock Item – This option allows the user to select multiple trading accounts based on the Stock item. Cost of sales is posted to the account specified by the C.O.S. GL

code setting on the Stock Details tab for the relevant Stock item.

Other

Branch no. for balance sheet Specify the default branch number for transactions on the Balance Sheet.

This field should only be set when first setting up a site. Any attempt to change its value once transactions have been entered will have unknown consequences, and may potentially corrupt the Balance Sheet branch reporting and/or data.

Chart of Accounts

While an organisation’s Chart of Accounts can be set up manually from the main MYOB EXO Business application (Account menu > General Ledger), the Configuration Assistant allows you to select a pre-made

Chart of Accounts from a list. Select an Industry classification and Business type, and the pre-made Chart of Accounts appears in the section below.

Alternatively, you can import a chart of accounts from a CSV file, e.g. one provided by a company accountant. Click the Import button to select the CSV file containing the chart of accounts definition. See

“Appendix 1: Chart of Accounts Import” on page 100 for details of the expected file format.

Once the Chart of Accounts has been selected or imported, it appears in the area at the bottom of the

General Ledger section, where it can be altered manually if necessary:

To edit an item, right-click on it and select Edit. Make any changes then click OK.

To delete an item, right-click on it and select Delete, then click Yes to confirm.

To create a new group, account or sub-account, right-click on the node you want to create the item under and select New GL Group, New Account or New Sub-Account as appropriate. Enter details for the new item and click OK.

Once the Chart of Accounts has been set up, (by importing the information or manual entry), the key accounts can be brought through to the General Ledger Control Accounts.

The GL Control Accounts are divided into General and Custom tabs. The General tab contains the standard control accounts, while the Custom tab contains the control accounts for more specialised areas, such as foreign exchange and advanced stock. If a pre-made Chart of Accounts was selected on the General Ledger screen, a set of default GL Control Accounts will be displayed here.

MYOB EXO BUSINESS Implementation Guide

To set a GL Control Account:

1. Right-click on an account and select Search. A search dialog appears:

2. Browse through the chart of accounts to find the account you want.

3. Select the account, then click Select & Close.

The Financial Year section is used to set up the periods that compose the financial year.

See the “Period Handling and Transaction Ageing” white paper for more detail on period management.

To set up the financial year:

1. Select a period and click the Edit button, or double-click to edit.

2. Enter a name for the period, as well as a short code and report code (which is useful to set the sequence in a report).

3. Under Transaction Entry Validation, select if the month is a standard calendar month or if specific dates are used.

4. If a period is not a standard calendar month, the Dates Between ... and ... of the period must be specified. These dates also contain the year, so these dates must be set up at the beginning of every financial year to reflect the change in dates.

5. Click Save to save the settings.

Ensure the first name in the sequence is the first period of the financial year. This may be different to a standard calendar year.

The Load button allows you to specify and create a standard twelve month financial year.

You must also specify the first period of doing business, and the period that represents January.

Incorrect setting of the Accounting period representing January will result in incorrect population of the Period History table, as well as causing issues with the current calendar year. Ensure this is set correctly.

MYOB EXO BUSINESS Implementation Guide

The Current Period settings track the current period of operation, and help to enforce period transaction dates.

As the Financial Year can be defined purely in calendar months rather than explicit dates, the Current

Period settings are used to align the calendar months and calendar year to the financial periods. These are then used for period/date enforcement.

First month of the calendar year This is required to ascertain which financial period will roll over the

Current calendar year when an end of month is performed. The system cannot determine this automatically because the financial year may start in any calendar month, and the actual financial period name is customisable (e.g. ‘Jan’, ‘January’, ‘01’), so it must be explicitly set.

Incorrect setting of the First month of the calendar year will result in incorrect population of the Period History table, as well as cause issues with the current calendar year. Ensure this is set correctly.

Current financial period and Current calendar year These values confirm the current period of operation for each ledger. These automatically increment at the correct time during end of period rolls.

Transaction ages in EXO Business are numbered from current (0) backwards. EXO Business knows which period in the period table is the current one, and uses this as a point of reference to display the name of the period on reports and within data entry screens.

See the “Period Handling and Transaction Ageing” white paper for more detail on period management.

Year Names You can customise the display names for the last, current and next year periods if necessary.

Analysis Codes are arbitrary codes that can be assigned to transactions, allowing you to group them together in various ways for sorting and reporting. Analysis Codes are sorted into groups called CodeSets.

Codes can be created directly under a CodeSet, or under another code. Codes can be “nested” up to five levels deep.

To set up a CodeSet:

1. Click the New CodeSet button.

2. Enter a name and description for the set.

3. If you want the codes in the set to follow a specific pattern, enter a template in the Analysis Code

Validation field. A code template is a string consisting of the letters A and N, where A represents an alphabetical character and N represents a numeric character. For example, entering the template

“AANNN” means that all codes in the set must consist of two alphabetical characters followed by three numbers.

If you do not enter a template, codes can contain any characters.

4. Click Save to save the CodeSet.

Analysis CodeSets must be active in order for users to be able to assign the codes they contain to transactions. Activate a CodeSet by ticking its Active box. A CodeSet must have at least one code in it before it can be activated.

MYOB EXO BUSINESS Implementation Guide

To add an Analysis Code:

1. Select the Code or CodeSet you want to create the code under and click New Code.

2. Enter the code. If a template has been defined for the code's CodeSet, the code entered must match the format of the template. The code is highlighted red if it does not match the template.

3. Enter a name and description for the code.

4. Click Save to save the code.

Once Analysis Codes are set up, they can be assigned to line items in all transaction types. A transaction can have more than one code assigned to it.

Default Analysis Codes can be assigned to users at Staff > Users. These codes will be assigned by default to any transaction entered by the user.

The following Company profile settings may need to be configured:

Default analysis codes required - specifies whether or not default Analysis Codes must be specified for each user at Staff > Users.

Analysis codes mandatory for every transaction - specify whether or not one or more Analysis

Codes must be selected for every transaction entered.

Maximum number of analysis codes per transactions - enter the maximum number of

Analysis Codes that can be applied to a single transaction.

The following User profile setting may need to be configured:

Permit editing of Analysis Codes assigned to a transaction - specify whether or not users can alter the Analysis Codes assigned to a transaction. The user's default Analysis Codes are always applied, even if they are not permitted to edit them.

The Tax Rates screen sets the tax rates used by the organisation, which are then used to create the tax return form entries. Tax rates have the ability to use separate GL Control Accounts, and link to a Tax Return

Key Point for tax reporting (see “Tax Return Key Points” on page 93).

To set up tax rates:

1. Select a tax rate and click the Edit button, or double-click the tax rate to edit.

2. Enter the Tax Rate details, including Name and Tax rate, and select the relevant Tax Return Key

Point reference to be used on the tax return.

See the “Taxation Features” white paper for more detail on taxation and tax rate setup, including suggested default settings for different countries.

MYOB EXO BUSINESS Implementation Guide

The System section controls the setup of Display Names.

Display Names allows customisation of the reference names displayed for some generic functions.

Examples include the names for Debtor Secondary Group (e.g. change to “Sales Region”), and Job Costing

Description (e.g. change to “Problem”).

Highlight a record you want to change the display name and click Edit. You can then enter the text of the display name and display hint box and click Save.

Group IDs are system-generated and not customisable.

The Staff section is where you set up customised menus, as well as records for users (staff members), computers and security profiles.

The Users screen is used to set up new staff members. This includes personal details (such as Job Title and

Phone details) and authority values (creditor invoice limits, purchase order limits).

Login access to MYOB EXO Business is also managed by the Users screen. The staff member is assigned a

Login ID, and a password managed with the Change Password button. The Account Status setting shows and/or sets the status of the user’s account and password (Account OK, Locked, or Expired).

The Users screen is also where Profiles are associated with the user. Specifically, this is where the user is assigned a User Profile (to define user-specific settings), a Security Profile (to determine how the user’s password is managed), and a Menu Definition (to associate a menu structure with the user).

Computer profiles store settings related to the computer hardware, or the computer’s location in a workplace. These settings include form and report printer settings (because most printout destinations are associated with where the computer is located in a workplace), hardware related settings (such as EFTPOS terminal hardware), and mapped file directories.

The Computers section manages the association of computer profiles to physical workstations. The actual

Computer profiles are created through the Profile Manager (see “Setting up Profiles” on page 95).

User interface preferences such as customised ExoGrids and screen selection check boxes are stored in the user’s Window’s registry, to ensure they are unique per user. These settings will therefore ‘follow’ the Windows login. Computer (and user) profiles can be shared by more than one computer or user, and are therefore not suitable for this purpose.

MYOB EXO BUSINESS Implementation Guide

To assign a computer profile to a computer:

1. Alter the computer profile selection method by clicking the toolbar button (note that changing this setting mid-operation may result in having to delete and remap computer profiles). Options available are: o GUID – the historical method where a unique identifier is stored within the computer’s registry. This works fine if the Windows Login user is consistent, however this may not be appropriate as network operating systems tighten security and workstations have multiple users. This option will not work in a Terminal Services environment. o ComputerName, ClientName – two separate options which are relevant for some operating systems, but not others. For instance, ComputerName is suitable for Windows as uniquely identifying the workstation, but in some Terminal Services environments the

ComputerName is the main server and ClientName is the unique username. o ComputerName + ClientName – a compound setting that is unique in most mixed operating system environments, and is the normal suggested setting.

2. Double-click on the appropriate computer name to assign a profile.

3. Select the required Computer Profile from the drop-down selection.

The computer running MYOB EXO Business needs to be associated with a computer profile. However, a computer cannot be assigned a profile until that computer runs an EXO Business application, which then

“registers” the computer with EXO Business, giving the Configuration Assistant a reference with which to associate a profile.

To assist, EXO Business has a company-level profile setting Use Default Profiles, which if enabled, will assign any new computer the default computer profile. If this setting is disabled, the user will be prompted

to select a computer profile the first time an EXO Business application is run on the computer. See “Setting up Profiles” on page 95 for more information on profile settings.

If a user regularly moves their notebook computer between offices, (or maybe home and office), then the computing environment could change radically. For instance, different printers could be available or the preferred location to obtain reports from could change.

The Security Profiles section controls options relating to login/password security. Security options include areas such as password complexity and how often the password must be changed. While more than one security profile can exist, most sites generally will just alter the default profile.

Security profiles are attached to staff through the Staff > Users screen.

Security profiles do not control the user’s access to parts of MYOB EXO Business; user access is controlled by User profile settings, combined with menu access.

The Menu Designer lets you set up customised user menus for all MYOB EXO Business modules. These menus, once defined, are then assigned to one or more staff members, possibly organised by the company staff structure. By setting up different menu structure for different users, you can restrict certain functions to those users with the authority to access them, and customize the appearance of the EXO Business interface to suit the needs of the organization.

MYOB EXO BUSINESS Implementation Guide

Dropdown Menu

Dropdown Menus determine the layout of the MYOB EXO Business menus. Each Dropdown Menu listed in the Configuration Assistant defines the menus for all of the EXO Business modules. The top level of each menu is restricted to File, Account, Transactions, Reports, Utilities, Setup and Help. Below that, the menus are fully user-definable, allowing the menus under the menu groupings to be defined to meet a user’s specific needs.

A selection of Dropdown Menus are available by default. Two of them, EXO Business Master and EXO

Business Default, are provided as “maximum” and “minimum” examples of menu configurations, and cannot be changed directly. Instead, they can be copied using the Copy Menu toolbar button ( ) to form the basis of a new custom menu. All other default menus can be edited.

The Dropdown Menu assigned to the current user is highlighted in green.

To add a new Dropdown Menu:

1. Select the module whose menu you want to edit from the Program box, then click New to create a new menu.

The left-hand pane holds the “blank” menu structure, showing the top level menu items File,

Account and so on. The right-hand pane contains a list of all available menu procedures.

2. In the Name field, enter a new name for the menu, which will be referred to when assigning the menu to users.

3. Enter some text into in the Filter field to filter the list of menu procedures.

4. Drag menu items from the right hand pane onto the appropriate menu heading on the left hand pane. A menu item caption and parameter dialog box is displayed:

5. Enter the menu caption that is to appear on the user’s menu in the Caption field.

6. In the Parameters field, enter any relevant parameters for the menu item.

7. Optionally select a shortcut key and icon for the menu item. This will appear on the shortcut menu in the title bar of the module whose menu you are configuring.

8. Click OK to save the menu structure. A dialog will appear to give the opportunity to add the option to other menu profiles:

Clicking Yes will provide a dialog box, allowing this option to be added to other menu profiles.

9. Select the Menu Names required, or click Select All to add the menu item to all menu profiles. Click

OK to complete.

10. The menu item will be added as the last item in the menu branch. To move an item around the menu structure, drag the menu item to a new position, or right-click on the item and use the Move

Up or Move Down options.

11. To add a separator bar between menus, add the pseudo menu procedure “---Separator---“. This will place a divider in the menu.

MYOB EXO BUSINESS Implementation Guide

12. To add a sub-menu, add a separator bar, but rename the caption to the sub-menu header required.

The will form the branch of the sub-menu, and individual menu items can then be dragged and dropped onto this branch.

13. To delete a menu item, right-click on it and select Delete, or Delete from Multiple Profile to

14. Once the menu is set up, click Save to save the changes.

Giving a user the Menu Designer option should be done with caution, as this means they can then grant themselves access to other parts of the system.

Export and Import options are available on the menu toolbar, which create text files that can be manipulated (e.g. using Notepad) and re-imported to create new menus. This mechanism can also be used to move menus between EXO Business sites.

Business Flow Menu

Business Flow Menus define the structure and appearance of the main section of each MYOB EXO Business module interface. A Business Flow Menu can contain buttons, menus and links to user-defined functions, as well as graphical elements to customize the look and feel of the interface.

Business Flow Menus are optional. If no Business Flow Menu is specified, the EXO Business module interface will contain only the main dropdown menu.

Default Business Flow Menus are available to mimic the appearance of the MYOB Premier and MYOB

Aurora One products, to provide familiarity for user migrating from those products. Default menus can be copied with the Copy Menu button ( ) and used as the basis of a new menu.

The Business Flow Menu assigned to the current user is highlighted in green.

To add a new Business Flow Menu:

1. Select the module whose menu you want to edit from the Program box, then click New to create a new menu.

MYOB EXO BUSINESS Implementation Guide

The left-hand pane is the designer area where the menu is created. The right-hand pane contains a toolbox of menu elements and a list of all available menu procedures. A floating Menu Designer

Component Browser window lets you configure the properties of the currently selected item and its “child” component items. The Component Browser also displays the name of the menu item that the mouse is current over.

2. In the Menu Name field, enter a new name for the menu, which will be referred to when assigning the menu to users.

3. Click on the WorkSpace item on the Menu Designer Toolbox, then click on the design area on place it.

4. To change the size of the WorkSpace, hover the mouse over it and hold down

CTRL

. While

CTRL

is held down, moving the mouse resizes the WorkSpace. Alternatively, double-click on the WorkSpace to view its Properties dialog and enter Width and Height values.

5. To position the WorkSpace, hover the mouse over it and hold down

SHIFT

. While

SHIFT

is held down, moving the mouse resizes the WorkSpace. Alternatively, right-click on the WorkSpace to view its

Properties dialog and enter Top and Left values.

To make the WorkSpace resizable, double-click on it and set the Custom property to "R" and the Align property to "Client".

The WorkSpace forms the base of the Business Flow menu, defining its size and shape. All other menu items are placed on it.

You can place Panel items on the WorkSpace, then place other items on the panel. This allows you to position multiple items at once.

To add a text link to a Business Flow Menu:

1. Enter some text into in the Filter field to filter the list of available procedures.

2. Drag a procedure from the list to the WorkSpace. A window displaying the link’s parameters appears:

3. Enter any parameters that may be required, then click OK.

You can add links to an external file or executable by dragging the “External Program” procedure onto the WorkSpace, then changing its Name and entering the filename of the file/executable into its Parameters field. Similarly, you can add a link to a Clarity report by dragging the “Run Clarity Report” procedure onto the WorkSpace, then specifying the report.

To add a button to a Business Flow Menu:

1. Click on the Buttons item on the Menu Designer Toolbox.

2. Select the style of button (Standard, Focus or Transparent), then click anywhere on the WorkSpace to place it.

Transparent buttons allow more than one image to be specified. These images correspond to the various states of the button, e.g. inactive, active, hover.

3. Enter any parameters that may be required, then click OK.

4. Size and position the button using the

CTRL

and

SHIFT

keys.

5. Enter some text into in the Filter field to filter the list of available procedures.

6. Drag a procedure from the list onto the button. This is the procedure that will be activated when the button is clicked.

MYOB EXO BUSINESS Implementation Guide

7. Enter any parameters that may be required, then click OK.

You can set a button to link to an external file or executable by dragging the “External

Program” procedure onto the button, then changing its Name and entering the filename of the file/executable into its Parameters field.

To add a drop-down menu to a Business Flow Menu:

1. Click on the Drop Buttons item on the Menu Designer Toolbox.

2. Select the style of button (Standard, Focus or Transparent), then click anywhere on the WorkSpace to place it.

Transparent buttons allow more than one image to be specified. These images correspond to the various states of the button, e.g. inactive, active, hover.

3. Enter any parameters that may be required, then click OK.

4. Size and position the button using the

CTRL

and

SHIFT

keys.

5. Enter some text into in the Filter field to filter the list of available procedures.

6. Drag a procedure from the list onto the button. (To add a sub-menu, drag the “SubMenu” item from the list.)

7. Enter any parameters that may be required, then click OK.

8. Repeat steps 5 – 7 for all other procedures you want to be available from the drop-down menu.

The drop-down menu works in real time on the Menu designer: click on the menu to view the items that will appear under it.

To add graphical elements to a Business Flow Menu:

1. Click on the Label, Image or Line item on the Menu Designer Toolbox, then click anywhere on the

WorkSpace to place the item.

2. Enter any parameters that may be required: o For labels, this includes the label text. o For images, this includes the image file to display. o For lines, this includes the line style an orientation.

3. Click OK.

4. Size and position the item using the

CTRL

and

SHIFT

keys.

To add a tabbed layout to a Business Flow Menu:

Two varieties of tabbed layouts are available: Standard and Enhanced. Enhanced layouts allow transparency and mouseover effects; Standard layouts do not allow these effects, but are more flexible with how tab buttons can be arranged.

1. Click on the MultiPage > Standard > Multipage or Multipage > Enhanced > Multipage item on the

Menu Designer Toolbox, then click anywhere on the WorkSpace to place it.

Standard MultiPages have a TabPos property that lets you specify which side of the MultiPage tabs will appear on. Enhanced Multipages can only have tabs at the top.

2. Size and position the MultiPage using the

CTRL

and

SHIFT

keys.

MYOB EXO BUSINESS Implementation Guide

3. Click on the MultiPage > Standard > Tabsheet or Multipage > Enhanced > Tabsheet item on the

Designer Toolbox, then click on the MultiPage. Enter a name and optionally an image then click OK.

This adds a tab to the top of the MultiPage.

Enhanced Tabsheets allow more than one image to be specified. These images correspond to the various states of the tab button, e.g. inactive, active, hover.

4. Repeat step 3 to add more tabs to the MultiPage.

5. Click on a tab, then drag other items such as links and buttons onto the MultiPage. These items will only appear when that tab is clicked.

6. Click on another tab. The items you added to the previous tab will disappear. Drag more items to the MultiPage for this tab.

7. Repeat steps 5 and 6 for all tabs.

The tabbed layout works in real time on the Menu designer: click on a tab to view the items that will appear on that tab.

To add a Dashboard interface to a Business Flow Menu:

A procedure called "Dashboard" is available in the list of procedures; dragging this procedure onto a

Business Flow Menu means that a Dashboard interface will be available when running the module. The

Dashboard can be customised and widgets can be added to it at run time. It is also possible to add a working Dashboard interface that can be edited at design time:

1. Click on the Panels > Dock Panel item on the Menu Designer Toolbox, then click anywhere on the

WorkSpace to place it. A Dashboard interface appears on the WorkSpace.

2. Size and position the Dashboard using the CTRL and SHIFT keys.

To have the Dashboard take up all of the available area, set its Align property to "Client".

3. Click on the Panels > Panel item on the Menu Designer Toolbox, then click on the Dashboard. This adds a panel and automatically converts it to a Dashboard widget.

4. Repeat step 3 to add more widgets to the Dashboard.

5. Click on a widget, then drag other items such as links and buttons onto the widget. Repeat for all widgets.

Special Procedures

The “Task Scheduler” and “Dashboards” procedures can be “docked” in the WorkSpace, so that they appear as part of the core EXO Business interface, rather than appearing in a new window.

When dragging either of these procedures onto the WorkSpace, enter “D” into the Custom field for the procedure to indicate that it is dockable. Enter “DR” to indicate that it is dockable and resizable. The Align property should be set to "Client".

Menu Definition

A menu definition is a set consisting of a Dropdown Menu and a Business Flow Menu. Menu definitions are associated with users at Staff > Users, and determine which menus will be used for that user.

The definition assigned to the current user is highlighted in green.

To set up a Menu Definition:

Click New to create a new definition, or Edit to alter an existing one.

1. Enter a Name for the definition.

MYOB EXO BUSINESS Implementation Guide

2. Select the Drop Down Menu for this definition.

3. Select a Business Flow Menu for this definition, or click Clear if you do not want to display a

Business Flow Menu.

4. Click Save to save the settings.

The Administration section contains lists that business department managers may own to control their area of responsibility, e.g. stock group names, account group names.

Dispatch Methods

Set up the available dispatch methods for stock transfers, e.g. Same Day, Overnight, etc. Click New to create a new method. Enter a description and click Save to save your changes.

Couriers

Set up all couriers used for stock transfers. Click New to create a new courier, then enter details (including the dispatch method) and click Save to save your changes.

Stock Request Types

Stock Request Types are used to indicate and record the type of request required, e.g. By Courier, Urgent, etc. Click New to create a new type. Enter a description and click Save to save your changes.

Creditors (Direct Credit)

Set up the file formats for generating direct credit transfer files. Formats for major local banks are set up by default. Click New to set up a new format manually, or Load Bank File to import a text file containing bank format information.

Click Edit to change an existing format. When editing the details of a format, click the File Format button to set up the fields that should appear in the output file:

MYOB EXO BUSINESS Implementation Guide

Click New to add a new field to the format, then specify:

Which part of the file it appears in (Header, Body or Footer).

An Order number, which specifies the field’s place in the file.

A description.

The type of data that the field contains.

Once these details are supplied, you can enter specific information about the contents of the field in the

Details section.

Creditors (M-Powered)

Set up bank details to be used when making payments via the MYOB M-Powered Payments system. Click

New to create a new bank, then enter details and click Save to save your changes.

GL Report Batches

Allows the batching of General Ledger reports (already created using the GL Reporting tool), including selecting parameters such as branches and periods, so that batches of reports can be scheduled. This interface is also available in the main EXO Business application at Reports menu > General Ledger Reports

> Setup GL Report Batches. Batches can be run by selecting Reports menu > General Ledger Reports > Run

GL Report Batch.

See the “GL Report Batches” white paper for more detail on report batches.

GL Account Groups

Set up the General Ledger Account Groups as required by the customer. The groups set up by default should be suitable for most organisations. Editing of the default names is possible.

Branches

Set up branches and branch names if analysis by branch is required. A branch is usually a separate profit centre within the business. Branches often equate to locations which designate a stock holding area however multiple stock locations could also exist within a branch. Virtual locations could also exist (and possibly cross branch boundaries) to separate stock for other reasons, e.g. seconds stock or work in progress.

Branches are numbered starting at 0, whereas Stock Locations are numbered starting at 1. Be careful of this difference if you have a one-to-one relationship between branches and locations.

Currencies

If multiple currencies are used, the Currencies screen is needed to set up and maintain the individual currencies, as well as their current buy rates and sell rates. The option to enable or disable multiple currencies is set in the Business Essentials > General Settings section.

By default, Currency Number 0 is the local currency of the system, and would normally have a Buy and Sell

Rate of 1.

Currencies for Australia and New Zealand are set up by default. Click New to add new currencies.

MYOB EXO BUSINESS Implementation Guide

The exchange rate of other currencies can be changed as necessary, relative to the default currency, by selecting a currency name and clicking the Edit button, or double-clicking a currency to edit.

Payment Groups/Payment Types

Payment groups cluster payment types together, and determine properties such as the GL Bank account associated with the payment media. Payment types define the properties of payment ‘media’, including whether the payment option is available, rounding, and how it integrates with the EXO Business POS addon module.

See the “Payment Types and EFTPOS Integration” white paper for more detail.

Payment Denominations

Payment denominations determine the denominations that are available for each payment type.

Denominations for the CASH payment type and the local currency are set up by default, but denominations can be added for other types. Click New to add a new denomination.

Tax Return Key Points

These are internally defined rates that are used in the Tax Return functions, which are set up automatically during installation. Each key point relates to a point on the Tax Return form; key points are therefore specific to each country. Tax Return Key Points are automatically set up based on the country selected during installation. They should be associated with Tax Rates (Business Essentials > Tax Rates).

See the “Taxation Features” white paper for more detail.

Credit Terms

Credit Terms are set up by default on install, but it is possible to add new terms, specifying positive credit factors for “net day” terms, and negative credit factors for “month following” terms (0 = Cash Only), and whether they are active for Debtors or Creditors.

For credit factors -29 to -31, it is assumed due dates are for the end of the month following, so the day of the month is decreased, if need be, until a valid date is achieved, e.g. -31 could equate to 28.02.03 or

30.04.04.

Creditor Account Groups/Alternate Creditor Account Groups

Set up Creditor Account Groups and Alternate Creditor Account Groups in this section. Creditor Account

Groups are useful in reporting scenarios to group different creditor types together.

The names used to reference creditor account groups in MYOB EXO Business can be customised at System > Display Name.

Stock Groups/Alternate Stock Groups

As with Debtor and Creditor Account Groups, EXO Business provides for multiple Stock Groups to categorise stock items.

Enter Stock Group names for reporting or sorting purposes. Group names can also be shown on stock search screens and filters. Select a name and click the Edit button, or double-click on it. This is where you enter autocode prefixes and auto suffixes for one-off stock items. Enter the expected profit margin and variances and the GL code for Sales, Purchases and COS per stock group.

MYOB EXO BUSINESS Implementation Guide

For Stock Groups, the Parent group property references an Alternate Stock Group.

The names used to reference stock groups in MYOB EXO Business can be customised at System

> Display Name.

Stock Locations

Select a location and click the Edit button, or double-click on it. Enter names for the stock locations, using both short-form codes and long names. There are also options useful for reporting and forms, such as the location Address, and flags to allow exclusion from reports.

Click New to add new locations beyond the default ten locations.

Stock Locations are numbered starting at 1, whereas Branches are numbered starting at 0. Be careful of this difference if you have a one-to-one relationship between branches and locations.

Stock Price Groups

Enter the names of the Price Groups to be applied to stock items, and utilities in the pricing policies and updates.

Stock Price Groups allow similar products to be grouped together so that they may share common pricing policies. Using Stock Price Groups means only the price policies relating to the group need to be changed, and not every stock item. The stock item is added to a Stock Price Group in the MYOB EXO Business core module at Account > Stock > Details 1 tab.

See the “Pricing and Discount Policies” whitepaper for more detail.

Stock Unit Definitions

Set up the names of the stock units that will be available, e.g. “EACH” or “PACK”.

Price Names

Set up Price Names that set the base prices used for Debtor accounts. Select a name and click the Edit button, or double-click the item to edit.

Price SQL is used with the Account > Stock Item > Sell Price Formulation function.

Currency is used when a price is set based a foreign currency, when used in the Pricing Calculator. It does not restrict the price to foreign currency accounts.

See the “Pricing and Discount Policies” whitepaper for more detail.

Warranty

Set up the warranties available on stock items. Click Add to create a new warranty. Enter a description and a Charge Stock Code (you can enter part of a stock code and press

ENTER

to open a Search window). You must also select the Stock Group and Alternate Stock Group that this warranty applies to.

Debtor Account Groups/Alternate Debtor Account Groups

Set up the Debtor Account Groups and Alternate Debtor Account Groups as required to help group debtors together, e.g. by region or client type. These can be added to search grids as extra fields, and used for reporting purposes.

MYOB EXO BUSINESS Implementation Guide

The names used to reference debtor account groups in MYOB EXO Business can be customised at System > Display Name.

Debtor Price Policy Groups

Create names to be used for grouping debtors into Price Policy groups. Individual debtors can then join a

Price Policy Group by selecting the Price Policy Group name on the Account > Debtors > Discounts/Prices tab. The Debtor Price Policy Group is then associated with a Price Policy. All debtor accounts that belong to that Policy Group will then receive that Price Policy’s prices and discounts.

See the “Pricing and Discount Policies” white paper for more detail.

Cost Codes

Set up cost codes that relate to the shipment of goods, e.g. customs or duty.

Shipment Status

Shipment statuses define the stages of the flow of goods from the supplier to your warehouse. These should be generic stages that apply to all methods of shipping.

Shipment Method

Shipment Methods define the type of transport being used to transport (or ship) the goods. This can also be used for report filtering.

See the “Inwards Goods” white paper for more detail.

If any optional components of the EXO Business system are in use, there may be configuration settings for them available in the Business Administration section. See the documentation specific to each component for details on the available configuration settings.

Settings that are specific to the company, users or computers are stored in profiles. The Profiles section allows configuration and management of the various profile settings in MYOB EXO Business.

Default Company, User, Computer profiles are provided, but customised profiles can also be created. These

“descend” from the default profiles, allowing unique profiles to be created as required.

Profiles are then assigned to individual users or computers, or to groups of users or computers as appropriate. This allows groups of users to have the same profile assigned to them, allowing quick configuration without having to create an individual profile for each user.

See the “Key Screen Controls” white paper for information on the profile settings that relate to various EXO

Business screens.

The PROFILE_FIELDS database table contains all of the EXO Business profile settings. You can also use the Profile Listing report to list all profiles according to module.

MYOB EXO BUSINESS Implementation Guide

The three profile types are all accessed from the Profiles section.

Company Profile

The Company profile stores company-wide settings. Because MYOB EXO Business only supports one company per database, only one company profile can exist. As such, this profile is given the name of the registered company.

User Profiles

User profiles relate to options that are applicable to specific users, e.g. granting the user the rights to edit account information.

User profiles are then attached to staff at Staff > Users.

Computer Profiles

Computer Profiles store settings related to the computer hardware, or the computer’s network location in a workplace. These settings include printer settings for forms and reports (because most printout destinations are associated with where the computer is located), hardware related issues (such as EFTPOS terminal hardware), and mapped file directories.

Computer profiles are assigned to physical computers at Staff > Computers.

Each profile has default settings, and these form the default profiles (e.g. the Company Profile, Default User

Profile, and the Default Computer Profile).

In a simple business, these default settings may be overridden and all users and computers could use the same settings.

However, in most business, different users and different workstations require different settings. MYOB EXO

Business uses a parent/child model, where descending profiles inherit the settings of the parent. Each child profile can then override individual settings to suit specific needs. Note that changing any settings of a parent profile will also be reflected in the child profile, unless the child profile setting is explicitly overwritten.

For example, a descendant of the Default User Profile could be created for the Sales Team, which is set up with all the usual salesperson rights and access. A descendant of the Sales Team profile could be created for the Sales Manager, which inherits all the settings of the Sales team, but then has an additional setting to allow credit transactions to be created.

To continue the example, a second descendant of the Default User Profile could also be created for the

Finance Team. And a descendant of the Finance team could be created for the Finance Manager, who was given the ability to post to prior periods.

MYOB EXO BUSINESS Implementation Guide

The default Company, User, and Computer profiles exist in all databases. These may be altered directly, or descendant profiles created.

To create a new profile:

1. Select the parent profile, and click New. A prompt will appear to name the new profile. A new profile will then be created, and inherits all the settings of the parent profile.

2. The individual Profile Settings of this new profile can then be set or changed as needed. These changes override the settings of the parent profile.

When an individual setting is selected, relevant help notes are displayed in the panel at the bottom of the window. This may also detail restrictions when operating certain profile combinations.

The Show/Hide Parent Settings button ( ) shows all of the profile settings by default. Toggling this button on shows only the profile settings that have been explicitly set in the current profile, highlighting the specific differences between the parent and the child profiles.

Filters at the top of the window can be applied to help locate relevant profile settings. For example, entering “serial” and clicking Find will display only profiles settings that reference serial numbers.

Multiple words are treated as an exact phrase for filtering. Separate words with a comma to search for settings that contain the words in any combination. For example, entering “account group” will display only those settings that contain the phrase “account group”; entering

“account, group” will display settings that contain the words “account” and “group” anywhere.

To further categorise profile settings, each setting is classified by module and function. Choose Modules from the box at the top left of the screen. All application modules and their functions are displayed in a tree to the left of the profile settings. Clicking on a module or function on the tree will refine the list of profile settings to just that module or function.

The profile settings can also be filtered by Program, e.g. select Finance to show only those profiles related to Finance.

Finally, profiles can be filtered by commonality. For instance, selecting only the Frequently Used profile settings will only show the most common configuration options needed in setting up a site.

A layer-by-layer approach may be taken to setting the various profiles.

Normally only one type of filter would be applied at a time, and this would help determine the approach taken to configuring the profiles. For example:

Clear the search field and step through all the Company profile settings, then all the User profile settings, and the Computer profile settings.

Use a filter to set all relevant options in a specific area of interest. For example, set the Word filter to “serial”, then step through the company profile settings, user profile setting, and computer profile settings one-by-one to set all the options pertaining to serial numbers.

MYOB EXO BUSINESS Implementation Guide

Perform a module search, and only have the Frequently Used commonality option selected. Then step through the company profile settings, user profile settings, and computer profile settings oneby-one to set all the most common options used in an implementation. A second pass could then be done later on the Frequently Used options for more “finer” detail setting, or individual settings located and set as needed.

Select the first Module in the module tree with no filter applied. Step through the company profile settings, then user profile settings, and computer profile settings, to set the ‘Contacts’ settings oneby-one. Then select the second Module, (i.e. Creditors), and do the same. And then repeat through all modules.

Normally a layer-by-layer approach is taken, covering the main areas first and followed by a more selective approach once the initial setup is complete. However, the method chosen is a personal preference, and a combination of methods could be used to suit the situation.

The Forms section gives various profiles access to different MYOB EXO Business forms. The Company profile specifies the Clarity files for a selection of forms.

Clarity forms and reports must be stored at the directory specified in the computer profile options Directory for Custom Clarity Forms(.CLR,.CLF and .FMT) or Directory for Standard

Clarity Forms(.CLR,.CLF and .FMT).

MYOB EXO Business looks into the Custom Clarity Directory first before going into the

Standard Clarity Directory.

User profiles configure a variety of user prompts relating to forms.

Computer profiles contain the following settings for each form:

Destination A form’s primary destination can be set to None, Printer, File, Viewer, Email or Grid.

Email Option Tick this box to send a copy of this document via email, in addition to sending a copy to the specified destination. All email options are conditional upon the "Email client" profile setting being enabled for the user.

Output Device This is the file format that is used if the Destination is set to “File”. If the Email Option is ticked, it is the file format of the attachment.

Commonly viewable graphics file formats are PDF and BMP. Text and spreadsheet options are also available. If the email option is disabled and the primary destination is printer or screen this option can be only printer or screen.

Printer Name This is the Windows UNC name for the printer. This printer must be one that is already available to you in the Windows printer settings list.

MYOB EXO BUSINESS Implementation Guide

MYOB EXO Business integrates with other MYOB products to exchange data and integrate workflows.

MYOB EXO Business integrates with MYOB EXO Payroll (part of the MYOB EXO Employer Services suite).

Data is exchanged between the two products in the following ways:

Payroll data can be posted to the EXO Business General Ledger.

Pay information sourced from the EXO Business Job Costing timesheet data can be posted to EXO

Payroll.

Full information on setting up integration between EXO Business and EXO Payroll is available in the White

Paper “MYOB EXO Payroll integration with MYOB EXO Business”. This White Paper is available on the EXO

Business partner site.

MYOB EXO BUSINESS Implementation Guide

A Chart of Accounts can be imported from a comma-separated variables (CSV) file using the Import button on the Business Essentials > General Ledger section of the Configuration Assistant. This Appendix details the required format of the CSV file containing the Chart of Accounts definition.

Each line of the CSV file must contain the following comma-separated fields: chart_section, record_type, group_name, account_no, account_name, subaccount_no, subaccount_name, trans_type, reconcilable, journal

The meanings and possible values of each field are described below. Note that not every field must contain a value; in fact, it is not possible for all fields in a single line to contain values, as certain fields relate to specific record types only.

Field

Chart_section

Record_type

Meaning

The section of the Chart of Accounts that the record is located in. This field is mandatory for all records.

The type of record that this line represents. This field is mandatory for all records.

Group_name

Account_no

The name of the Account Group. Only required if the Record_type is

“G”.

The account number of the Account. Only required if the Record_type is

“A”.

The name of the Account. Only required if the Record_type is “A”.

Any alphanumeric string

Any numerical value

Account_name Any alphanumeric string

Any numerical value Subaccount_no

Trans_type

The account number of the Sub-Account. Only required if the

Record_type is “S”.

Subaccount_name The name of the Sub-Account. Only required if the Record_type is “S”. Any alphanumeric string

The transaction type. This field is mandatory for Account Groups

(Record_type = “G”) and optional for Accounts (Record_type = “A”). It is not used for Sub-Accounts (Record_type = “S”).

D (Usual Debit) or C

(Usual Credit)

Reconcilable

Journal

Whether or not the Account Group is reconcilable during bank reconciliation. This field is mandatory for Account Groups (Record_type

= “G”).

Whether or not General Ledger transactions can be posted to this account. This field is mandatory for Accounts and Sub-Accounts

(Record_type = “A” or “S”).

Possible Values

A (Assets)

L (Liabilities)

E (Equity)

P (Profit & Loss)

G (Account Group)

A (Account)

S (Sub-Account)

Y (Yes) or N (No)

Y (Yes) or N (No)

Account numbers and Sub-Account numbers must match the structure defined on the General Ledger screen in the Configuration Assistant.

Whenever a GL account is created, a default sub-account numbered 0 is automatically created underneath it. Because of this, sub-accounts specified in a Chart of Accounts import file may not have the number 0 (or 00, 000 etc).

Account names cannot contain commas or quote marks.

MYOB EXO BUSINESS Implementation Guide

The order of the lines in the CSV file affects the structure of the Chart of Accounts once it is imported. This means that the CSV file must be written to match the required structure of the Chart of Accounts. The following rules apply:

The first line in an import file must be an Account Group record.

An Account Group record can be followed by: o Another Account Group record; o An Account record. In this case the Account is set to be a member of that Account Group, and if no Transaction Type and Reconcilable flags are set against the Account record, these will be inherited from the Account Group;

An Account record can be followed by: o An Account Group record; o Another Account record (which will become a member of the same Account Group as the previous Account record); o A Sub-Account record. In this case the Sub-Account is set to be a child of that Account record;

A Sub-Account record can be followed by: o An Account Group record; o An Account record (which will become a member of the same Account Group as the previous Account record); o Another Sub-Account record (which will become a child of the previous Account record);

MYOB EXO BUSINESS Implementation Guide

Below is a partial example of a valid Chart of Accounts import file, with the account structure that will result when it is imported:

A,G,Current Assets,,,,,D,Y,

A,A,,1100,Cash On Hand,,,,,Y

A,S,,,,01,Cheque Account,,,Y

A,S,,,,02,Payroll Cheque Account,,,Y

A,A,,1200,Trade Debtors,,,,,Y

A,A,,1300,Inventory,,,,,Y

A,G,Other Assets,,,,,D,Y,

A,A,,2100,Deposits Paid,,,,,Y

A,A,,2200,Prepayments,,,,,Y

L,G,Current Liabilities,,,,,D,Y,

L,A,,3100,Credit Cards,,,,,Y

L,S,,,,01,Visa,,,N

L,S,,,,02,Mastercard,,,N

L,A,,3200,GST Liabilities,,,,,Y

L,S,,,,01,GST Collected,,,Y

L,S,,,,02,GST Paid,,,Y

E,G,Owner’s Equity, ,,,,D,Y,

E,A,,4200,Owner’s Capital,,,,,Y

E,A,,4300,Owner’s Drawings,,,,,Y

P,G,Cost of Sales,,,,,D,Y,

P,A,,5100,Freight,,,,,Y

P,A,,5200,Purchases for Resale,,,,,Y

P,G,Expenses,,,,,D,Y,

P,A,,6100,Accounting Fees,,,,,Y

P,A,,6200,Advertising,,,,,N

P,S,,,,01,TV Adverts,,,Y

P,S,,,,02,Radio Adverts,,,Y

MYOB EXO BUSINESS Implementation Guide

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