MYOB TIPS and TRICKS
Compiled for our esteemed customers
BACKUP, BACKUP AND BACKUP
This month’s tips comes about because one of our customers had a power surge at their office and nearly lost all data stored on their PC
Why backing up is important for your MYOB data
Backing up your crucial file is the SINGLE most important thing you will do in MYOB.
PC’s get stolen/missing; PC’s get damaged in a fire; PC’s get damaged if there is a sudden power surge in your area. Nowadays, it is also common to re-format the PC because your PC has been hit by computer viruses. Even new PC’s are known to break down because of hardware failure.
What happens to the data that is stored on that PC? They are lost and are not recoverable. Whatever backups in that PC are gone as well !
How should you backup – frequency and strategy
Set a habit of making regular backups – every day, or once a week.
The interval of backup depends on the volume of data that goes into the file, and how much you are prepared to re-enter / reconstruct your data in case your original data is lost.
You must have a contingency plan to backup your data and store it at a DIFFERENT location away from the computer. Store the backup well away from the office. Or e-mail a copy of the backup to yourself - it’s a good idea to have a password for the file in case your email goes astray.
You should back up on to some sort of removable media -- floppy disks used to be popular, but CD burners are fast becoming the preferred option. You can also backup
to a pen drive or to an external hard-disk. You might also consider archiving your data, once a year, onto a writeable CD-ROM to ensure you don’t lose all your data.
Have a separate disk for each day of the week, replacing the previous week's file with the current backup. Rotate the disk so that the most recent back up always overwrites the oldest.
How to backup (MYOB Accounting/ MYOB Premier)
To backup, select File, Backup from the menu bar. Then accept or rename the file that is displayed, and let MYOB create a zip file, saving it, by default, in the same folder as the MYOB program folder.
(Note : If you are saving your backup on a removable media (which you should), you need to change the location to save the backup to).
Other data maintenance
As well as backing up, we suggest that you Verify your file weekly and Optimise your file monthly. Both of these may take some time if your file is large, so set these going before making your morning coffee!
To verify your datafile, Select File, Verify Company File from the menu bar.
To optimize the file, select File, Optimise Company File from the menu bar.
Peace of Mind
By following these rules, you will protect your file as much as you can against the things that threaten it: fire, flood, theft, computer problems, viruses, power surges, data corruptions, etc.
P/S : If you are not sure how to perform a backup, data verification or data optimization, please call the Support helpdesk.
Nov 29, 2007
Nov 2, 2007
Choosing a Consultant - Top 5 things to consider
What are the criteria you would look for in a consultant to assist you in implementing your accounting system in the shortest time possible?
Here are 5 points you might want to consider
1.Do not base you decision on lowest prices quoted. You need a system consultant not just to install your system. You will need to contact the consultant for assistance, support, updates, enhancement, add-on modules, training, advice, and troubleshooting.
If your consultant does not earn enough to last the long haul, he may be out of business, and you may not have a consultant to consult in the future.
2.Ensure that your consultant has sufficient experience in installing the system. Has the consultant implemented the software for similar companies (similar in size, and similar in business nature). Check out customer references if necessary.
3.Has the consultant undergone training and certification by vendor. For example, MYOB Software requires all their professional partners undergo a certification assessment annualy, and only those who meet the minimum passing marks will be allowed to display the logo on the marketing collateral.
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MYOB Professional Partner logo
4.Assess the consultant’s ethics and professionalism. The better consultants generally do not talk poorly of their competition, they do not pressure you into a decision, and the dealings appear to be above board.
5.The consultants should be able to grasp and understand your business, your needs, and your goals so that he can assist you and your team mates become self sufficent after the end of the training.
Here are 5 points you might want to consider
1.Do not base you decision on lowest prices quoted. You need a system consultant not just to install your system. You will need to contact the consultant for assistance, support, updates, enhancement, add-on modules, training, advice, and troubleshooting.
If your consultant does not earn enough to last the long haul, he may be out of business, and you may not have a consultant to consult in the future.
2.Ensure that your consultant has sufficient experience in installing the system. Has the consultant implemented the software for similar companies (similar in size, and similar in business nature). Check out customer references if necessary.
3.Has the consultant undergone training and certification by vendor. For example, MYOB Software requires all their professional partners undergo a certification assessment annualy, and only those who meet the minimum passing marks will be allowed to display the logo on the marketing collateral.
.jpg)
MYOB Professional Partner logo
4.Assess the consultant’s ethics and professionalism. The better consultants generally do not talk poorly of their competition, they do not pressure you into a decision, and the dealings appear to be above board.
5.The consultants should be able to grasp and understand your business, your needs, and your goals so that he can assist you and your team mates become self sufficent after the end of the training.
What are consultants selling?
Time.
Consultants are selling their expertise and knowledge acquired over the years. They are trading their time for money.
Expect to reward the consultant for spending time with you, even if it is over the phone.
If you respect your time, then you should respect the consultant's time also, because the consultant is selling his/her TIME to you in exchange for monetary or non-monetary compensations.
Look at it this way, if every client asks for 5 minutes of free time from the consultant, how is the consultant ever going to find the time to earn their keep?
Most consulting firms have a retainer (business support / or coverplan) program in place. You should consider enrolling in the retainer program so that you can have phone and/or on-site contact with the consultant on any issues you face.
Consultants are selling their expertise and knowledge acquired over the years. They are trading their time for money.
Expect to reward the consultant for spending time with you, even if it is over the phone.
If you respect your time, then you should respect the consultant's time also, because the consultant is selling his/her TIME to you in exchange for monetary or non-monetary compensations.
Look at it this way, if every client asks for 5 minutes of free time from the consultant, how is the consultant ever going to find the time to earn their keep?
Most consulting firms have a retainer (business support / or coverplan) program in place. You should consider enrolling in the retainer program so that you can have phone and/or on-site contact with the consultant on any issues you face.
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