Company File Activation
Information for Students, Educators and Publishers about MYOB Company Files
If you are experiencing difficulties or require assistance with product activation and your company files, please read the below important information and examples regarding the Product Activation process.
If this information does not help you solve the problem you are having, email us at sales@myob.co.nz and a customer support representative will contact you, generally within 24 hours at most.
In your email please ensure you provide us with:
- MYOB Product and Version
- Serial Number
- Step by step process of what has been done
- Problem that is occurring
- Your contact details, i.e. Phone number
- Publisher Text being used (if necessary)
- In the subject line of your email enter "The Name of Your Education Institution: Product Activation"
Before contacting MYOB, please ensure you read the information below.
Product activation and your training software
Here are a few reminders on how the product activation works within your MYOB software.
What is product activation?
To protect against potential piracy, and to ensure you receive the quality software you expect from MYOB Australia, the MYOB Accounting Plus v17 and MYOB Premier v11 releases included on you education CD require you to activate each company file that you intend to use for more than 90 days.
A company file can be activated quickly online, or by calling an automated telephone service. Each company file needs to activated once, within 90 days of the file being created (or 30 days of it being upgrade from an earlier release). You will receive on-screen prompts to quite you through this process.
If you choose not to activate your company file, they will become "read-only", which means you can view, print, and export, but you won't be able to create or edit new transactions and records.
Please note that company files that have been activated using your Education Edition\Secondary School Edition CD will become read-only after 430 days.
Can students activate company files?
No, to activate a company file the product's Serial Number must be entered. Do not give students your Serial Number under any circumstances. Remember that your licence initially allows up to 20 activations to be performed, so if your students activate files using your serial number, you will soon reach this limit.
Can a student open an activated file using their Student Edition?
If your students are using compatible Student Edition releases, they can open files that have been activated using your Education Edition\Secondary School Edition CD without being prompted to confirm them. When the students take these files home to use on their student edition, the students need to ensure that their PC date is the same as they have been working on in class.
Please note that they will not be able to change the company name or ABN in the file and can only use the file for 430 days from the date the master file was activated.
If they open existing files that have not been activated, the files can be used for 30 days from the date they were created without requiring activation.
Students can also create their own company files using the Student Edition releases. The files can be used for up to 90 days by selecting "Activate Later" when prompted. Please ensure that the system date does exceed that 90 day period.
Example
- A company file is created on a PC which has the system date 1st July, 2007.
- Student takes that company file home to work on and the home PC system date is 22nd March, 2007 or their textbooks require the system date to be changed to 1st October, 2007. The file will become READ-ONLY as both of those system dates are outside of the 90 day period.
- The 90 days are counted from the system date of the computer in which the company file was created on. In most cases, the system date of the PC in the classroom.
If students upgrade files that did not previously require activation, they will be able to use them for 30 days by selecting "Activate Later" when prompted, after which they will become read-only.
New Company Data Files
In many MYOB courses, students are required to create MYOB company files and then use the same files for the duration of the course. Often these courses will go for longer than the 90 day period.
MYOB recommends that the teacher create the MYOB company files required for this course and send them to MYOB for activation. The file will then last for 430 days.
Example
The course requires the students to create and setup company files, enter sales, purchases and banking transactions.
The student task in the first lesson of this course is to create an MYOB company file. In the second lesson they are required to enter sales.
MYOB recommends that the teacher creates the company file to the stage where the first lesson ends. Send this file to MYOB so that the file can be activated and therefore have a life of 430 days.
This file is then placed on the student PC's for the second lesson and they can use this for the duration of the course.
Working with publisher's data files?
What happens to publisher data files once they are received by an Education Institution:
- The data files from the CD are copied onto the server or the individual student PC's
- When the data file or data files are first opened in MYOB on a PC, MYOB reads the system date of that machine and applies it to the data file.
- If the text is required to work within or commence within a certain month you need to ensure that the system date of the PC is set at this date before you open any of the publisher's data files that were received with the txt.
Example
Education Institution receives the data files for the MYOB course in February. IT department loads the data files on the server and tell the teachers where these data files can be located.
Teacher opens the data files to check they are working and the system date is 08/03/05. To the teachers, it appears the data file is all OK.
Commences class or then goes through the exercises in the text and changes the system date to commence 31/01/2005 as instructed by a text. The data file will show that it is expired and that it is READ ONLY as this date is prior to the active date of this file.
Workaround
Copy the data files from the publisher CD to replace the ones on the server or student PC's Change the system date on one PC to the one requested in the text Open the data files so that the data files assume that system date and therefore can be used by all students.
Feedback
If you required further information or assistance with product activation email us at customer_service@myob.com.au and a customer support representative will contact you.
In your email please ensure you provide us with:
- MYOB Product and Version
- Step by step process of what has been done
- Problem that is occurring
- Your contact details, i.e. Phone number
- Publisher Text being used (if necessary)
- In the subject line of your email enter "The Name of Your Education Institution: Product Activation"
