You need to confirm that the release version is correct on both the server and your workstations after the installation.
See Common tasks for more information on frequent tasks that you may need to perform after the installation of MYOB AO. Click Help to access the help centre which contains links to online resources, knowledge base articles, getting started and other useful information.
Check your version numbers
Open MYOB AO.
Select Help > About from the menu bar. The install version should be 2019.1 The version number should be 5.4.32.105.
Click the Plugins button to access the version number of individual products.
Product
Version Number
Client Accounting
5.4.32.105
Corporate Compliance
3.2
Document Manager
5.4.32.105
Practice Manager
5.4.32.105
Statutory Reporter Formats
Definition version 17
Check that Statutory Reporter formats have installed successfully
Open MYOB AO.
Click Maintenance > Maintenance Map > Client Accounting > Practice Report Settings. The Practice Report Settings page opens.
Click About on the Tasks bar. The About Statutory Reporter dialog lists Report Definition version 17.
Click OK. The About Statutory Reporter dialog closes.
If you have Client Accounting
If you have updated XML mappings for customised CSV imports, you may need to verify and migrate your XML mappings after the upgrade.
Once the upgrade is complete, a number of files are created in your MYOB installation:
File name
Description
Location
MyobCsvMaps-System.xml
This system file contains the MYOB default settings for CSV import. Do not modify this file.
Located in <MYOB directo-ry>\CENTRAL\Deploy.
MyobCsvMaps-User.xml
This file is a new map-ping XML file that contains user-defined XML mappings.
Any values in this file will override the system defaults.
You can modify this file if you wish to add any new mappings or value map sections.
If you made changes to MyobCsvMaps.xml before the upgrade, MYOB will back up this file to the folder <MYOB directory>\CENTRAL\Deploy\Client Accounting Templates.
You can open this file and manually copy over any custom mappings to a new Map in the MyobCsvMaps-User.xml file, which is located in the folder indicated in the table above.
After you have copied your changes, you may delete MyobCsvMaps.xml if you wish. Any future updates should be made in MyobCsvMaps-User.xml.
After converting your MYOB AO Classic data, whenever certain information is updated in MYOB AO, changes are automatically applied to your MYOB AO Classic data to ensure that the information remains the same in the two applications. This allows you to use tax, general ledger and view historical information in MYOB AO Classic.
To prevent this information being changed in MYOB AO Classic, some fields will be changed to read only and some functions will be made unavailable during the installation of MYOB AO. These are mainly in the Clients module and the Employee settings.
The following instructions will prevent users in all user groups (for example, Everyone) except Administrators from updating information in these areas of MYOB AO Classic. Users in the Administrator group will have access to these areas. For the purposes of data integrity between MYOB AO Classic and MYOB AO, it is recommended that all changes to the data are made in MYOB AO, which will cause them to be copied back to MYOB AO Classic automatically.
To prevent other MYOB AO Classic data being changed you need to
Open MYOB AO Classic.
Log in as a user who is a member of the Administrators group.
Check whether you have security turned on:
Select Tools > Options. The Settings screen opens.
Click Advanced. The Advanced Options screen opens.
Scroll down the list on the All tab until you see the current setting for Use Security. This setting is used to determine the procedure you need to follow to configure your Access Rights.
Click Save & Close.
Click OK.
Follow the correct procedure for Configuring your access rights below.
Follow the procedure for Locking MYOB AO Classic Practice Manager data entry below.
If your Use Security setting was “No” in Step 3, follow the procedure in Turning on your security below.
Close MYOB AO Classic.
Configuring your access rights
To prevent users changing other data that is copied back from MYOB AO, you need to remove access rights in MYOB AO Classic for:
Tools > Options screen.
Practice Manager modules:
Timesheets
Debtors
Invoicing
Workflow.
You also need to make sure that your user groups have access to other areas of MYOB AO Classic before you turn security on. The procedure you need to follow depends on whether you have security already turned on or not.
Configuring your Access Rights if Use Security is set to Yes
Select Tools > Security > Rights. The Assign Rights to User or Group screen opens.
Select Assign Rights for Groups.
Select Assign to Everyone user group.
Secure user access to the Tools > Options screen.
Expand Tools.
Select Options.
Clear the Access checkbox. This ensures that employees in this group do not have access to these options.
Secure user access to the Practice Manager modules.
Expand Modules.
Select Timesheets.
Clear the Access checkbox.
Select Invoicing.
Clear the Access checkbox.
Select Debtors.
Clear the Access checkbox.
Select Workflow.
Clear the Access checkbox.
Click Apply. A message displays indicating the changes will not take affect until users next login.
Click OK at the prompt.
Repeat from Step 3 to Step 5 for each user group other than the Administrators group.
Click OK.
Configuring your access rights if Use Security is set to No
Select Tools > Security > Access Groups.
Ensure that at least one active employee is included in the Administrators group.
Click OK.
Select Tools > Security > Rights. The Assign Rights to User or Group screen opens.
Select Assign Rights for Groups.
Select Assign to Administrators.
Click Allow All. This means that the Administrators group will have access to all areas of MYOB AO Classic.
Click Apply. A message displays indicating the changes will not take affect until users next login.
Click OK at the prompt.
Select Assign to Everyone user group.
Click Allow All. This means that the user group will have access to all areas of MYOB AO Classic.
Click Apply. A message displays indicating the changes will not take affect until users next login.
Click OK at the prompt.
Secure user access to the Tools > Options screen.
Expand Tools.
Select Options.
Clear the Access checkbox.
Secure user access to the Practice Manager modules.
Expand Modules.
Select Timesheets.
Clear the Access checkbox.
Select Invoicing.
Clear the Access checkbox.
Select Debtors.
Clear the Access checkbox.
Select Workflow.
Clear the Access checkbox.
Click Apply. A message displays indicating the changes will not take affect until users next login.
Click OK at the prompt.
Repeat from Step 10 to Step 15 for each user group other than the Administrators group.
Click OK.
Locking MYOB AO Classic Practice Manager data entry
You will need to prevent data entry to Practice Manager functions in MYOB AO Classic so that accidental data entry does not occur.
Select Tools > Options. The Settings screen opens.
On the Timesheets tab, enter 31/03/2020 as the Timesheet Lock Date.
On the Invoices > Other/Message tab, enter 31/03/2020 as the Prevent creating and editing of transactions prior to.
On the Debtors tab, select the Synchronise with Invoicing checkbox.
Turning on your security
Select Tools > Options. The Settings screen opens.
Click Advanced. The Advanced Options screen opens.
Scroll down the list on the All tab and set Use Security to Yes.
Click Save & Close.
Click OK.
Close MYOB AO Classic.
Reconciling differences in Tax Manager payment due amounts
This section is only applicable if you have migrated Tax Manager data from MYOB AO Classic.
During installation, the AO data migration results screen identifies any differences between the tax payment due amounts in AO Classic and the amounts migrated to MYOB AO Tax Manager.
Before you commence work in MYOB AO, you need to reconcile the differences.
Use the AO Migration Tax Manager Summary report to identify each client with a difference in these amounts.
The AO Migration Tax Manager Summary report is stored in your MYOB AO data folder. The default location for the report is C:\MYOBAO\Data\Migration\AO Migration Tax Manager Summary date time.htm.
Use the AO Migration Results Log report to help identify any reasons for the differences.
The AO Migration Results Log is stored in your MYOB AO data folder. The default location for the report is C:\MYOBAO\Data\Migration\AO Migration Results Log date time.htm.
Investigate the differences for each client as detailed below.
If there are any differences found that you do not understand, please contact MYOB Support for assistance.
To investigate differences in payment amounts due
Examine the payment amount due in AO Classic.
Use the Tax Payment Calculation Report produced in AO Classic before you installed MYOB AO, for the payment due date at issue.
Look at the detailed payment due information for the client in this report.
Examine the payment amount due in MYOB AO.
Open MYOB AO.
Open Tax Manager for the selected client and tax year.
Go to the Tax notice details view.
Select the same payment due date.
Compare the details of the payment amount due. Compare the detailed breakdown of the payment due in AO Classic with that in MYOB AO to identify where the variance occurs. If the issue is one of the items listed in Known differences with the payment due amounts, then all the system is working as expected and you can ignore the variances.
For any other issues, contact MYOB Support for assistance in investigating the issue.
Known differences with the payment due amounts
The following reported differences are due to either differences in the way the two systems handle calculations, or due to issues that will be resolved in a future release. No further action is required for any of these reported differences.
Student loan amount due - Interest payments
The migration to MYOB AO creates the MYOB transaction required to reconcile the Student Loan interest payments. Where you have already manually entered and reconciled a Student Loan interest payment, the migration may create an additional transaction for "Use of Money Interest".
If there is a duplicate "Use of Money Interest" transaction in MYOB AO Tax Manager, this can be deleted.
Working for families tax credits for completed returns
The working for families tax credit is migrated from the tax return, whereas MYOB AO Classic uses the assessment value from Tax Management. The tax return may have an incorrect value for some clients.
When you accept the assessment for the WFFTC, then the tax notice will be updated to the accepted value.
Penalties and interest amounts for returns not yet started
For the terminal notice of a tax return that is not yet started, MYOB AO Classic does not include the penalties or expected interest payments, whereas MYOB AO Tax Manager does include these.
Estimated income for returns not yet started
For the terminal notice of a tax return that is not yet started, MYOB AO Classic uses the estimated income entered for provisional as the terminal amount. MYOB AO Tax Manager (migrated amount) does not use the estimated income when calculating the amount due for this terminal notice.
The result of this difference is that MYOB AO Classic will have an amount due, whereas MYOB AO Tax Manager will have a zero amount.
Payment transactions dated same date as the tax notice due date
If there is a payment made on the same date as the tax notice due date, MYOB AO Classic does not reduce the amount due by this payment, whereas MYOB AO Tax Manager does.
Voluntary amount
MYOB AO Classic requires voluntary amounts to be entered against a specific due date, i.e., one per instalment. MYOB AO Tax Manager will take the entire voluntary total and split it across the due dates. If you had not entered the voluntary against the due dates in MYOB AO Classic evenly the amount due for a provisional instalment may vary. Depending on the desired outcome, you may need to adjust the voluntary portion in MYOB AO Tax Manager.
Migrate Tax Manager data from AO Classic
Before you can use the MYOB AO Tax Manager module, you need to follow the instructions below to migrate your AO Classic Tax Manager data to the MYOB AO database.
1. Back up your MYOB AO data
Open MYOB AO.
Select Maintenance > Backup > Back Up Now.
Follow the instructions on the screen.
2. Validate your MYOB AO Classic Tax Manager data
Open MYOB AO Classic. Ensure that MYOB AO Classic 17.0.0b or later has been installed.
Select Housekeeping > Pre-migration check.
Deselect the Validate and migrate Practice Manager option unless you want to migrate your Practice Manager data at this time.
If you encounter any errors during this check, you need to fix them before you can migrate your data. See Pre-Migration from MYOB AO Classic for detailed information on running this check and correcting any errors you may find.
3. Prepare and save Tax Payment Calculation reports
In MYOB AO Classic, prepare and save Tax Payment Calculation Reports for all of your clients for the following dates:
the next main terminal due date, being 7th April
the next provisional due dates for all balance months you have clients for.
To run this report:
Select AO Classic > Tax Management > Payments menu > Tax Payment Calculation Report.
Select all clients.
Enter the next main terminal due date, being 7th April, as the required Payment Due Date.
Select the Include student loans option.
Print the report to a file, e.g., a PDF document. We suggest saving your report with a name in the following format: TPCR for 07-04-2015 run on 15-05-2014.pdf
Repeat for each of the required provisional due dates. You will need these reports when checking the results of your Tax manager data conversion.
It is important to complete this step before you migrate your Tax Manager data. You will not be able to access the functionality to run this report in AO Classic once you have migrated.
4. Migrate your Tax Manager data
Access the download file. The Accountants Office migration/maintenance menu opens.
If this menu does not open, double-click readme.exe from the download file.
Click Click here to migrate data for another module to begin the migration. The migration utility runs. The Database selection window opens.
Select the AO Classic database that contains the data you want to migrate. Click Next. The Database conversion window opens.
Click Next. The Ready to convert window opens.
Click Convert Now. The Conversion in progress window opens and shows the progress of the migration. When the conversion has completed, the Install Complete window opens.
Click Finish
5. Register the new Tax Manager module in MYOB AO
Navigate to Windows Start menu > All Programs > MYOB > Registration. The Register MYOB Products window opens.
Alternatively, open Windows Explorer and navigate to \\servername\MYOBAO\AOSQL\Registration (servername is the name of the server or computer where the MYOB AO database is located) and double click AORego.exe.
Click Add or remove products. The Add or remove products window opens.
Select Tax by clicking the relevant checkbox.
Click OK.
Click Register.
Contact MYOB support during business hours on 0800 94 96 98 for a registration code.
If you are unable to do so, you can choose to use a Temporary 7 day registration, and call up at your convenience before this expires.
Enter the Registration code and click Register. A successful registration message is displayed.
Click Close. Tax Manager and your data will now be accessible in MYOB AO.
Review the post migration results for the Tax Manager data.
Migrate Practice Manager data from MYOB AO Classic
Before you can use your MYOB AO Practice Manager modules, you need to follow the instructions below to migrate your MYOB AO Classic Practice Manager data to the MYOB AO database:
1. Back up your MYOB AO data
Open MYOB AO.
Select Maintenance > Backup > Back Up Now.
Follow the instructions on the screen.
2. Validate your MYOB AO Classic Practice Manager data
Open MYOB AO Classic. Ensure that MYOB AO Classic 17.0.0b or later has been installed.
Select Housekeeping > Pre-migration check.
Ensure that the Validate and migrate Practice Manager option is selected.
If you encounter any errors during this check, you need to fix them before you can migrate your data. See MYOB AO 2019.1—Pre-migration from MYOB AO Classic (New Zealand)for detailed information on running this check and correcting any errors you may find.
3. Migrate your Practice Manager data
Open the download file. The Accountants Office migration/maintenance menu opens.
If this menu does not open, double-click readme.exe from the download file.
Click Click here to migrate data for another module to begin the migration. The migration utility runs. The Database selection window opens.
Select the AO Classic database that contains the data you want to migrate. Click Next. The Database conversion window opens.
Click Next. The Practice Manager data window opens.
The date used for the opening WIP balance transactions and the Timesheet lock date is specified at this step of the install. If you want to change it, click the and select the date from the popup calendar. Click More info or see AO Espresso: FAQs (merged into Appendix) for more information.
Click Next. The Ready to convert window opens.
The date in the install defaults to Today’s date. This may not be the date you want to select as it may not be the date your data is up to.
Confirm that the database location displayed is correct. If it is not the database you want to convert, click Cancel and restart the migration process (Step 4) ensuring you select the correct database at Step c.
If you have a current backup of your MYOB AO Classic database and you do not want to take another backup during the installation, deselect the Backup this AO Classic database.
Click Convert Now. The Conversion in progress window opens and shows the progress of the migration.
When the conversion has completed, the AO data migration results are displayed.
Review the results of the data migration shown at the bottom of the screen. The WIP Summary and Debtors Summary show the:
total amount migrated
total amount that was in AO Classic
difference between the amounts.
If there are differences in the amounts, you will need to review the report and analyse the differences for each client, before you commence working in MYOB AO. This needs to be done after you register Practice Manager.
Click the link at the top of the Practice Manager results table to open the AO Migration WIP & Debtor Summary report listing all clients with a difference in their WIP or Debtors amounts. Print the report or keep a record of where the report is stored so you can reference it later (Register the Practice Manager modules in MYOB AO – step 9).
The AO Migration WIP and Debtors Summary is stored in your MYOB AO data folder. The default location for the report is C:\MYOBAO\Data\Migration\AO Migration WIP & Debtors Summary date time.htm.
The link at the bottom of the Practice Manager results opens the AO Migration Results Log which includes reasons for some amount discrepancies.
The AO Migration Results Log is stored in your MYOB AO data folder. The default location for the report is C:\MYOBAO\Data\Migration\AO Migration Results Log date time.htm.
Click Close. A dialog appears indicating that you may receive an Open File - Security Warning message when opening MYOB AO.
Click OK
When the Install Complete window opens, click Finish.
4. Register the Practice Manager modules in MYOB AO
Navigate to Windows Start menu > All Programs > MYOB > Registration. The Register MYOB Products window opens.
Alternatively, open Windows Explorer and navigate to \\servername\MYOBAO\AOSQL\Registration (servername is the name of the server or computer where the MYOB AO database is located) and double click AORego.exe.
Click Add or remove products. The Add or remove products window opens.
Select Practice Manager by clicking the relevant checkbox.
Click OK.
Click Register.
Contact MYOB support during business hours on 0800 94 96 98 for a registration code.
If you are unable to do so, you can choose to use a Temporary 7 day registration, and contact us at your convenience before this expires.
Enter the Registration code and click Register. A successful registration message is displayed.
Click Close. Practice Manager and your data will now be accessible in MYOB AO.
If the WIP Summary and Debtors Summary (as displayed at Step 11 above.) showed any differences in the amounts, review the post migration results for the Practice Manager data. See to Reconciling differences in WIP and debtor amounts below.
Reconciling differences in WIP and debtor amounts
This section is only applicable if you migrated Practice Manager data from MYOB AO Classic.
During installation, the AO Practice Manager data migration results window identified any differences between the WIP and Debtors amounts in AO Classic and the amounts migrated to MYOB AO.
Before you commence work in MYOB AO, you need to reconcile the differences.
Use the AO Migration WIP & Debtors Summary report to identify the individual clients with a difference in WIP and/or Debtor amounts.
The AO Migration WIP and Debtors Summary is stored in your MYOB AO data folder. The default location for the report is C:\MYOBAO\Data\Migration\AO Migration WIP & Debtors Summary date time.htm.
Use the AO Migration Results Log report to help identify any reasons for the differences.
The AO Migration Results Log is stored in your MYOB AO data folder. The default location for the report is C:\MYOBAO\Data\Migration\AO Migration Results Log date time.htm.
Investigate the differences for each client as detailed below.
If there are any differences found that you do not understand, please contact MYOB Support for assistance.
To investigate differences in WIP
Examine the WIP in AO Classic.
Open AO Classic.
Open the relevant client.
Select the Financial Info tab.
Click WIP.
Examine the WIP in MYOB AO.
Open MYOB AO.
Find the relevant client in the list of clients and double-click the client name to open and view the client details.
Select the Jobs tab to show the WIP for the client.
Compare the WIP in AO Classic with the WIP in MYOB AO to identify any missing transactions.
To investigate differences in debtor amounts
Examine the Debtors Ledger in AO Classic.
Open AO Classic.
Open the relevant client.
Select the Financial Info tab.
Click Debtors.
Examine the Debtors Ledger in MYOB AO.
Open MYOB AO.
Find the relevant client in the list of clients and double-click the client name to open and view the client details.
Click Debtors ledger on the Tasks bar on the left of the window. The Debtors Ledger for the client opens.
Compare the Debtor transactions in AO Classic with the Debtor transactions in MYOB AO to identify any missing transactions.
Checking your MYOB AO Classic data
Your MYOB AO Classic data was converted and imported into MYOB AO during the upgrade. Use the following information to check that your upgrade has been successful. This information also provides related topics in the Getting Started help which you can read for further information. To access the information select Help > Help Topics from the main menu inMYOB AO.
Check your list of employees
Scan your list of employees in MYOB AO to ensure that it is correct. Pick two employees from the list, and open them and confirm that their details have been converted successfully.
To do this:
Select Open > Employee from the menu and click Search on the Find Employees page to view a list of Employees.
Double-click an employee name to open and view the employee details.
Before your employees enter any timesheet entries, check that their charge rates and cost rates are correct.
To do this:
open the relevant Employee page
check the cost rate on the Main tab
check charge rates on the Charge Rates tab.
Points to note
If an employee had a middle name recorded in AO Classic, the middle name is converted as part of their Last name. This will affect Practice Manager reports.
Any information entered in the Personal details box in AO Classic (e.g., their address) will need to be entered into MYOB AO if required.
See Finding an existing employee in Practice Set Up within the Getting Started Help.
Check your list of clients
Scan the list of clients in MYOB AO to ensure that it is correct. Pick a small number of key clients, about 5, and open them and confirm that their details have been converted successfully. You should check the client name, address, TFN or ACN.
To do this:
Click and click Search on the Find Clients page to view a list of clients. The total number clients is listed at the top of the search results table.
Double-click a client name to open and view the client details.
See Finding an existing client in Clients within the Getting Started Help.
Open MYOB AO Classic Tax from MYOB AO
Ensure that you can open MYOB AO Classic Tax from MYOB AO.
To do this:
Search for and open a client. See Finding an existing client in the Getting Started help.
Select Return preparation from the Tasks bar on the Client page Main tab.
MYOB AO Classic Tax will open in a new window.
See Working with Tax within the Getting Started Help.
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