In MYOB AccountEdge, passwords are no longer used to restrict user access within a company file. Instead, you'll use user IDs to maintain your company file's integrity by assigning access rights to each user ID. Because of this change, you'll want to copy any access rights that were assigned to passwords in the previous version of MYOB software to the corresponding user IDs in the current version.
The user whose user ID is "Administrator" will be responsible for creating user IDs. The Administrator has access to the entire AccountEdge system. Passwords are optional and may be used with user IDs to sign on to AccountEdge.
Activate and copy access rights using the User Access window
After you upgrade your company file, select the company file you want to open. In the Sign-on window, type Administrator in the User ID field. The Administrator ID provides full access rights to the company file. If you used a master password in your previous version of AccountEdge, enter the master password in the Password field. If you didn't use a master password before, leave this field blank.
An alert message will tell you that user IDs created before upgrading are marked inactive, and will ask if you want to activate these IDs now. If you click Yes, the User Access window will open. If you click No, the alert message will close; you can to activate your IDs at a later time. (To activate a user ID created before MYOB AccountEdge v4 (2004))
User IDs from your previous version
All of the user IDs -- except the Administrator -- that had access to your company file in the previous version of MYOB software appear in the User Access window. When you first open this window, the user IDs are designated as inactive. You won't be able to sign on as a user other than the Administrator until you activate the user IDs. If you used sub-passwords, you'll also see password user IDs in the this window.
Sub-passwords from your previous version
If you used sub-passwords, you'll also see password user IDs in the User Access window. These entries contain the user access rights from the sub-passwords created in the earlier version of your company file. Password user IDs have a prefix of PASSWORD. For example, the sub-password called SMITH in the previous version of AccountEdge will become PASSWORD#SMITH in AccountEdge Version 5.
Password user IDs are not valid user IDs, but you can copy their access rights to your user IDs using the Copy Restrictions function located in the Edit User Details window. Once user access rights are copied to an activated user ID, you can delete the password user ID.
For more information, see Optimize and check your company file for errors before you upgrade.
If you're creating a new company file
When you create a new company file, the Administrator user ID will appear in the User ID field. You can assign a password to this user ID, if you'd like. Using the Administrator user ID, you'll be able to create user IDs for each person authorized to use AccountEdge. If you wish, you can edit a user ID profile so that your sensitive financial records are protected from others. Restricting your employees' user IDs will prevent people from using parts of the company file that they don't need. This will ensure that your confidential information will be seen only by authorized personnel. You can copy access rights from an existing user ID to another user ID and reset passwords for other user IDs.
For more information, see Creating and using user IDs.