Why am I being asked to confirm on a frequent basis? You will normally be prompted to confirm your company files once every four to nine months. However, as the product activation features are partly reliant on your computer's system date*, changing this date will trigger an immediate confirmation prompt.
* This prevents non-registered users from backdating their system dates to avoid the activation process.
There are a couple things you can do to avoid having to confirm your company file on a frequent basis due to changing the system date.
If you normally change your system date:
- For data-entry purposes: Remember that when entering transactions, the Date field will automatically default to what was used in the last recorded transaction (of the same type). For example, if you record a sale with yesterday's date, the next sale you record will automatically default to the same date. So you don't need to change the system date to set a default transaction date in your MYOB software.
- To backdate customer invoice statements: Many businesses print their statements after the end of the month, but want to backdate the statements to show the end of month status. If this is your situation, you have two choices:
- Print activity statements instead of invoice statements. Activity statements allow you to select a "cutoff" date, and also list invoices that have been closed during the statement period.
To print activity statements, go to the Sales command centre, click Print Statements and then choose Activity Statement as the Statement Type.
- Make a copy of the company file and print the statements using the copy. If you want to print invoice statements, follow the procedure outlined below.
a. Close your MYOB company file.
b. Open Windows Explorer and make a copy of your company file. Good practice would be to give your company file copy a name that clearly distinguishes it from your actual company file.
(For information on how to use Windows Explorer and copy files, please refer to Support Note Basic Windows Functions XP
c. Change your computer's system date to the day you'd like your MYOB software to default to. The easiest way to change your system date is to double-click on the time, located on the bottom right hand corner of your taskbar.
d. The Date and Time Properties window will appear. Set the desired date and then click Apply and OK.
e. Open the copy of your MYOB company file.
f. You will be prompted to confirm this file - Select the I want to mark this company file as Read Only radio button and then click Continue.
g. Print your statements as per normal.
h. Once finished, simply delete the copy of your company file.
i. Finally, set the computer's system date to the current date.
This procedure can be repeated each time you wish to "backdate" invoice statements to a prior date.
Please Note: Ensure that the computer's system has been changed back to the current date before you open your "normal" MYOB company file. Without this being done, you will be prompted to confirm your company file.
I'm an accountant (or a bookkeeper), what should I do if I'm asked to confirm a client's company file?
Just like your clients, changing the system date will trigger a confirmation request for the company files that you subsequently open. There may also be times when the normal periodic confirmation of your clients' company files will be required while the files are at your site.
If the periodic confirmation prompt does occur, you may choose to confirm the files, however you must confirm using the same MYOB software that your clients have registered.
For example, assume a client is a registered MYOB Accounting Plus user. You receive their file and choose to open it using MYOB Premier. If the Confirmation prompt appears, and you attempt to confirm this company file using MYOB Premier, the following message will appear:
The solution is to confirm the client's company file using the same MYOB product that the client has registered, which in our example is MYOB Accounting Plus. How do I confirm my file? There are two methods by which you can confirm your file: - Online confirmation - If you have internet access to secure websites, this is the quickest and easiest method. Simply select the I want to confirm my company file online option in the confirmation prompt and click Continue.
You can activate a user preference that will automatically perform the online confirmation. To do this, once logged into your company file, got to the Setup menu and choose Preferences. Click the Security tab and mark the second option from the bottom: I Prefer to Use Automated Online Company File Confirmation [System-wide]. Click OK to save your new preference.
You can also confirm your company file via the my.myob website. Visit http://my.myob.com.au and enter your serial number and password. Once you have logged in, click the Confirmation menu button. You will be prompted for a serial number and company file code. Once you click Obtain Confirmation Code, the confirmation code will be displayed. You can now enter this code into the confirmation window to confirm your file.
- Confirm by phone - There is a 24 hour 7 days a week automated telephone confirmation service. Select the I want to confirm my company file by phone option and click Continue.
When you enter your serial number in the space provided, a company file code will appear. The automated telephone service will prompt you to key in your serial number and your company file code. Once you have provided this information, the service will provide you with a confirmation code which is entered into the field of that name.
Do I need to confirm a historical data file if I only want to view records and print reports? No. If you restore a data file from a previous financial year for instance, and you are prompted to activate or confirm the file, you will not need to if you only want to view records or print reports. Select the option I want to mark this company file as Read Only. When you click Continue, you will then be able to access the file and view the records it contains. Disclaimer: This information is of a generic nature. For specific advice regarding your particular circumstances please seek assistance from your Accountant, the Australian Taxation Office or your IT Consultant as appropriate.
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