MYOB ClientConnect. Getting Started. Getting Started

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1 MYOB ClientConnect Getting Started Getting Started

2 MYOB New Zealand Ltd Website: myob.co.nz MYOB Australia Pty Ltd ABN Website: myob.com.au MYOB Technology Pty Ltd 2009 All rights reserved. Disclaimer Information supplied by the member companies of the MYOB group (whether in user documentation and other literature, video or audio material, training courses, websites, advice given by staff, or provided by other means) is intended only to illustrate general principles, and may not be complete, accurate or free of error. As accounting standards, taxation requirements, legislation and the circumstances of individual businesses vary widely, this information cannot be considered authoritative and may not apply to your specific situation. You should obtain competent advice from a qualified accounting, taxation, information-technology or legal professional before acting on such information. To the extent permitted by law, member companies of the MYOB group are not liable for any special, consequential, direct or indirect damages arising from loss of function, profits or data resulting from your application of such information. In the event that any of the above limitations are found to be unenforceable, the MYOB member company's liability is limited to the return of any fees or monies paid for the purchase of the product or service. Trademarks MYOB, MYOB Accountants Office, MYOB AccountEdge, MYOB Accounting, MYOB Accounting Plus, MYOB BusinessBasics, MYOB CashBasics, MYOB ClientConnect, MYOB EXO Business, MYOB FirstEdge, MYOB M-Powered, MYOB M-Powered Services, MYOB M-Powered Bank Statements, MYOB M-Powered Invoices, MYOB M-Powered MoneyController, MYOB M-Powered Payments, MYOB ODBC DeveloperPack, MYOB ODBC Direct, MYOB PowerPay, MYOB Premier, MYOB Premier Enterprise,Accountants Office, AccountEdge, Accounting Plus, BusinessBasics, ClientConnect, FirstEdge, M-Powered, M-Powered Superannuation, ODBC DeveloperPack, ODBC Direct, PowerPay and Premier are registered trademarks or trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of Solution 6 Holdings Limited, a member of the MYOB group. 4D Tools is a registered trademark of 4D S.A. BPAY is a registered trademark of BPAY Pty Ltd, ABN CaseWare is a registered trademark of CaseWare International Inc. HandiLedger is a registered trademark of HandiSoft Software Pty Ltd. POSTbillpay is a registered trademark of the Australian Postal Corporation. Adobe, Acrobat, Acrobat Reader, Adobe Reader, PDF, and PostScript are trademarks or registered trademarks of Adobe Systems Incorporated. AddressBook, Apple, ical, Macintosh, and QuickTime are registered trademarks of Apple Inc. Mac and the Mac logo are trademarks of Apple Inc., used under licence. MobileMe SM is a service mark of Apple Inc. QuickTime and the QuickTime logo are registered trademarks of Apple Inc. SM2DGraphView Copyright Snowmint Creative Solutions LLC snowmintcs.com/ Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion Solutions Corporation. Crystal Reports is a registered trademark of Crystal Decisions, Inc. in the United States or other countries. MasterCard is a registered trademark of MasterCard International Inc. Microsoft, Access, Excel, Internet Explorer, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. Quicken and QuickBooks are registered trademarks of Intuit Inc. VISA is a registered trademark of Visa International Service Association. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners. 2

3 1 Introduction MYOB ClientConnect is a contact management system that works with Microsoft Outlook. ClientConnect uses the Outlook interface and database. You can take advantage of Outlook features such as and schedules, as well as the relationship management and sales processing features available in ClientConnect. You can also use ClientConnect in conjunction with your MYOB business management software (such as MYOB Premier and MYOB Accounting) to create a complete accounting and contact management solution. For information on how to use MYOB ClientConnect with your MYOB business management software, see Chapter 2, starting on page 7. INTRODUCTION Setting up MYOB ClientConnect To start using MYOB ClientConnect, you need to do the following: Task Before you begin See 1 Install your software page 4 2 Set up MYOB ClientConnect page 5 MYOB ClientConnect works in conjunction with Microsoft Outlook. Before you can use ClientConnect, you need a compatible version of Outlook installed on your computer. Before installing, ensure that your system meets the minimum system requirements. Operating system Windows 2000 (Service Pack 4) Windows XP (Service Pack 3) Windows Vista (Service Pack 1) Hardware Pentium processor at 1 GHz or faster 1 GB RAM or higher 2 GB free hard disk for program installation Software Microsoft Office XP, Microsoft Office 2003 or 2007, with Microsoft Outlook. 3

4 Install your software NOTE: Serial number required You need your MYOB ClientConnect serial number to install your software. You can find your serial number on the CD envelope. 1 If the computer you are installing MYOB ClientConnect on only allows people with administrator privileges to install programs, log in as an administrator. 2 Close any open programs. Note that Microsoft Outlook, must be closed before you can install MYOB ClientConnect. 3 Insert the MYOB ClientConnect installation CD. An installation browser appears. If this window does not appear, open the CD drive in Windows Explorer usually the D:\ drive and double click the autorun.exe icon. 4 Follow the onscreen instructions to install the software. 5 When the installation is complete, restart your computer. 4 CHAPTER 1 INTRODUCTION

5 Set up MYOB ClientConnect Before using ClientConnect, you need to configure your ClientConnect settings and set up your ClientConnect mail folders in Outlook. 4 Enter the user name that will appear when you display ClientConnect data. To set up MYOB ClientConnect 1 Launch Microsoft Outlook. The Activate MYOB ClientConnect window appears. 5 If you are using MYOB ClientConnect Plus, click Next. The next page of the wizard appears. 2 If you have an activation key, enter your key in the Activation Key field. 3 Click Activate (or Later if you don t have a key). The ClientConnect Setup window appears. NOTE: Activation key needed to use MYOB ClientConnect Plus Before you can access the features in MYOB ClientConnect Plus (such as Opportunity Quotes), you need to enter an MYOB ClientConnect Plus activation key. If you don t yet have an activation key, you can enter it later. To do this, choose About ClientConnect from the Help menu and then click Upgrade ClientConnect in the window that appears. SET UP MYOB CLIENTCONNECT 5

6 6 Select the Outlook folder where you want ClientConnect to be installed. 9 In Outlook, expand the MYOB ClientConnect mail folder. 7 Specify which Outlook folder to store your MYOB ClientConnect details in. a Click Set Contact Folders. The Set Working Contact Folder window appears. b Select the Outlook folder you want to use. 10 Select one of the MYOB ClientConnect folders. MYOB ClientConnect is automatically initiated. c Click OK. 8 Click Finish. Any existing Outlook contacts in your working contacts folder are synchronised with MYOB ClientConnect. 6 CHAPTER 1 INTRODUCTION

7 2 Using ClientConnect with MYOB business management software This chapter describes how to use MYOB ClientConnect in conjunction with your business management software. Note: MYOB business management software includes MYOB Premier Enterprise, MYOB Premier, MYOB Accounting Plus and MYOB Accounting. If you are using MYOB EXO Business, refer to MYOB ClientConnect Help for more information. Overview Many businesses have a sales operation and a back office. The sales operation handles day-to-day sales tasks, such as following up sales leads and giving quotes, while the back office handles general business tasks, such as bookkeeping, paying wages and bills, and reporting tax amounts. Your integrated MYOB contact management and business management solution is designed to handle the unique needs of each area: MYOB ClientConnect is designed to manage your client relationships MYOB business management software (such as MYOB Premier or MYOB Accounting) is designed to manage your back office. Although each component runs independently, you can use features in both to manage your contact information. Contact synchronisation You can synchronise your MYOB cards with your ClientConnect contacts stored in Microsoft Outlook. This makes it easier for you to keep both your MYOB cards and your ClientConnect contact details up to date. For more information, see Contact synchronisation on page 8. Opportunity quotes [MYOB ClientConnect Plus and MYOB EXO ClientConnect only] You can create an opportunity quote in ClientConnect and record quote details in your business management software. A log is also recorded in ClientConnect to track the client activity. For more information, see Opportunity quotes on page 11. USING CLIENTCONNECT WITH MYOB BUSINESS MANAGEMENT SOFTWARE 7

8 Before you begin Before you can use MYOB ClientConnect in conjunction with MYOB business management software, you need a compatible version of MYOB business management software installed on your computer. Australia MYOB Premier Enterprise v 6.5, or higher MYOB Premier v12.5, or higher MYOB Accounting Plus v18.5, or higher MYOB Accounting v18 New Zealand MYOB Premier Enterprise v 6, or higher MYOB Premier v12, or higher MYOB Accounting Plus v18, or higher MYOB Accounting v18 Contact synchronisation In MYOB business management software, contact details for your customers, suppliers, employees and personal contacts are stored as cards in the MYOB card file. In MYOB ClientConnect, these details are stored as Outlook contacts. You can use the card synchronisation feature in your business management software to keep the details in both locations up to date. Before you can use your MYOB card information in ClientConnect, you need do the following: Task 1 Synchronise MYOB cards with Microsoft Outlook contacts See below Task 1: Synchronise MYOB cards with Microsoft Outlook contacts When you synchronise cards, the following details are sent to Outlook: company name or contact name, address, and web addresses, and telephone, fax and mobile numbers. Back up your Outlook contacts Synchronising your MYOB cards to your Outlook contacts may change the details recorded in your Outlook contacts. Back up your Outlook contacts before synchronising. See Microsoft Outlook help for instructions. 2 Synchronise Outlook contacts with MYOB ClientConnect page 10 8 CHAPTER 2 USING CLIENTCONNECT WITH MYOB BUSINESS MANAGEMENT SOFTWARE

9 To synchronise your MYOB cards with your Outlook contacts CAUTION: Single-user access required Synchronising cards and Outlook contacts requires single-user access. For more information, see MYOB Help. 1 Go to the Card File command centre and click Cards List. The Cards List window appears. 2 Click Sync Cards. The Synchronise Cards window appears. 3 Select the card types that you want to synchronise. NOTE: You can synchronise cards from any of the Cards List views (All Cards, Customer, Supplier, Employee and Personal) The default card type selected varies according to the tab you are on when you click Sync Cards. 4 Click Synchronise Cards. The Import and Export Options window appears. 5 If you want to include inactive cards in your synchronisation, select the Allow the export of inactive MYOB cards to Outlook option. For information about inactive cards, see MYOB Help. 6 Select a synchronisation rule from the Update Rules list. For more information, see MYOB Help. 7 Click Export. A Microsoft warning appears. 8 Authorise your MYOB software to access your Outlook contacts: a Select the Allow access for option. b Select a period from 1 minute to 10 minutes. c Click Yes. The export process starts. 9 If you selected the Update existing contacts rule or the Do not update existing contacts rule, the Outlook Sync - Export Summary window appears. Go to step 10. If you selected the Ask me to confirm updates rule, the Outlook Sync - Confirm Update to Outlook Contact window appears. Select how you want to deal with each update. When you have confirmed all updates, the Outlook Sync - Export Summary window appears. 10 Review the export summary. For more information, see MYOB Help. CONTACT SYNCHRONISATION 9

10 Task 2: Synchronise Outlook contacts with MYOB ClientConnect 3 Click Filter. When you export your MYOB cards to your Outlook contacts, your contacts are saved by default to group contact folders. For example, customer contacts are saved to a folder called MYOB Customers. Before you can use these contact details in MYOB ClientConnect, you need to specify the Outlook contact folders where your cards are saved. The ClientConnect Contact Manager Filtering window appears. 4 Click Refresh Folders. To synchronise Outlook contacts with ClientConnect 1 Open Microsoft Outlook. 2 Expand the MYOB ClientConnect mail folder and select Contact Manager. The Contact Manager window appears. The MYOB group contact folders appear. 5 Select the folders you want to synchronise with ClientConnect. 6 Click OK. Your MYOB cards are synchronised with ClientConnect. 10 CHAPTER 2 USING CLIENTCONNECT WITH MYOB BUSINESS MANAGEMENT SOFTWARE

11 Opportunity quotes Note: This feature is only available in MYOB EXO ClientConnect and MYOB Client Connect Plus. You can use MYOB ClientConnect to create a quote for a sales opportunity. If you want, you can set up ClientConnect to record the quote details in your business management software. For more information, see Creating opportunity quotes on page 13. However, before you can record a quote in your MYOB business management software, you need to do the following. Task 1: Specify your MYOB business management software 1 Open the Opportunity Manager. Task 1 Specify your MYOB business management software 2 Link MYOB ClientConnect with your MYOB company file See below page 12 2 Choose ClientConnect Administrator from the Tools menu. The ClientConnect Administrator window appears. 3 Click the General tab. OPPORTUNITY QUOTES 11

12 4 In the Configure Quote section, select your MYOB business management software from the list. 3 Select the contact or company you want to create a quote for. 4 Type a description in the Opportunity Description field. 5 Click Quote. 6 In the window that appears, click Yes to save the quote. A message appears informing you that you need to set up the quote feature. 5 Click Close. Task 2: Link MYOB ClientConnect with your MYOB company file 7 Click OK. The MYOB Connection Configuration window appears. When you are ready to record your first quote, you need to link MYOB ClientConnect with your MYOB company file (that is, the file that stores your MYOB business management information). CAUTION: Single-user access required Creating quotes in MYOB ClientConnect requires single-user access to your MYOB business management software. Also, you need to be logged in to your MYOB company file with your user account details. To link MYOB ClientConnect with your MYOB company file 1 In Outlook, open the Opportunity Manager. 2 Choose New Opportunity from the New menu. The Opportunity window appears. 12 CHAPTER 2 USING CLIENTCONNECT WITH MYOB BUSINESS MANAGEMENT SOFTWARE

13 8 Specify your MYOB company file details. A B C Creating opportunity quotes When you create an opportunity quote, a quote transaction is recorded in the MYOB company file that you linked to ClientConnect (see step 8 in To link MYOB ClientConnect with your MYOB company file above). The time and date is also recorded in the Notes tab of the opportunity in ClientConnect. After you have recorded a quote, you can change the status of the quote (to an order or an invoice), record a payment and print the quote on customised stationery in your MYOB company file. A User ID and Password Type your MYOB company file user account details in the User ID and Password fields. These are the user account details that you enter when you open your MYOB company file. CAUTION: Single-user access required Creating quotes in MYOB ClientConnect requires single-user access to your MYOB business management software. Also, you need to be logged in to your MYOB company file with your user account details. B C Company file MYOB software Click Browse to locate and select your MYOB company file. Note that your company file has an.myo file extension, for example Clearwater.myo. Click Browse to locate and select your MYOB software executable file. Note that the executable file has an.exe file extension, for example myobp.exe. 9 Click Apply. The Sales - New Item window appears, displaying the quote details. 10 Complete the quote as you normally do. To record an opportunity quote 1 Close your MYOB business management software. 2 In Outlook, open the Opportunity Manager. 3 Choose New Opportunity from the New menu. The Opportunity window appears. 4 Select the contact or company you want to create a quote for. 5 Type a description in the Opportunity Description field. 6 Click Quote. 7 In the window that appears, click Yes to save the quote. NOTE: New contacts If the company or contact is not found in your MYOB business management software, a window appears with the option to create a customer card for this contact. If you want to create a card, click Create. OPPORTUNITY QUOTES 13

14 The Sales - New Item window appears, displaying the contact's shipping address and invoice terms. A quote transaction is also recorded in your MYOB company file. 8 Enter the items or services you are selling. 9 If you want to print the quote on default stationery, click Print. 10 Click Save Quote. When you save a quote, the time and date is recorded in the Notes tab of the opportunity. 14 CHAPTER 2 USING CLIENTCONNECT WITH MYOB BUSINESS MANAGEMENT SOFTWARE