Row-Level Security in MYOB Advanced

MYOB Advanced is a cloud-based system that you can access remotely, anytime, anywhere. With this comes the need for complex security and permissions. Make sure your data is accessible but most importantly safe. Security features such as 2FA (2-factor authentication) was rolled out recently and are now automatically part of the login system. Another important feature that is often overlooked or simply not recognised is Row-Level Security.

What is Row-Level Security in MYOB Advanced?

Row-level security allows users to control the visibility of certain data to certain users. It is an under-utilised feature of MYOB Advanced that can be used to apply more complex security policies using restriction groups. A restriction group is a set of entities of two or more types that you can define to either:

  • Restrict employees’ visibility of sensitive data within MYOB Advanced
  • Relate particular entities to each other to only use them together

Row-Level Security scenarios within MYOB Advanced:

Users and General Ledger accounts

With these restriction groups, sensitive General Ledger accounts can be made visible to a limited number of MYOB Advanced users. For example, Executive Salaries & Wages can be restricted to Senior Accountants or higher.

Users and subaccounts

Similar to groups that include users and General Ledger accounts, you can limit the visibility of sensitive subaccounts to the user. For example, MYOB Advanced users belonging to a particular state may be restricted to subaccounts that relate to that state only.

Users and vendor accounts

You can define these restriction groups to make particular vendors visible in the system to users who work with these vendors. For example, non-stock suppliers can be restricted to administration users.

Users and customer accounts

With these restriction groups, MYOB Advanced users can make particular customers visible to only employees who work with these customers. For example, high-value customers can be locked to account managers.

Users and GL budget articles

MYOB Advanced users can limit the visibility of sensitive budget articles so that only particular users can see and work with these articles. For example, budgets detailing Executive related data can be restricted to Senior Finance staff.

Users and warehouses

You can create restriction groups to display a particular warehouse (or set of warehouses) for only users who work with this warehouse (or this set of warehouses). For example, MYOB Advanced users at the Brisbane warehouse can be restricted to seeing their own warehouse only.

Users and inventory items

You can define these restriction groups to reduce the number of items in the lists with inventory items, depending on the particular user logged in to the system. For example, items designated as exclusive may be restricted to key MYOB Advanced users.

Users and projects

These restriction groups will configure the visibility of particular projects only to a responsible project team. For example, Commercial projects can be made available to the Commercial Projects team only.

Branches, General Ledger accounts, and users

This is a 3-way grouping, useful where multiple companies that are different in nature exist in the same tenant. General Ledger accounts can be restricted to a company for specific users. For example, a Trust company that will never sell stock can be locked from posting to Stock on Hand for all MYOB Advanced users.

Branches, subaccounts, and users

This is another 3-way grouping to restrict subaccounts to a company and user combination. For example, the external accountant may be restricted to posting to balance sheet accounts and certain expense/income accounts.

Branches and cash accounts

If there are multiple companies in your tenant, with these restriction groups, you can allow users in each company to work with only branch-specific cash accounts. For example, Cash Accounts for company B can be locked to prevent transactions in Company A from allocation.

General Ledger Accounts and Subaccounts

If you have subaccounts that MYOB Advanced users must use only with particular General Ledger accounts, by defining these restriction groups, you can set up lists of available subaccounts for each General Ledger account. For example, if subaccounts were created for each motor vehicle, these can be restricted to motor vehicles expenses.

If any of these Row-Level Security scenarios would benefit your businesses using MYOB Advanced, give Kilimanjaro Consulting a call. We can help you configure the correct features. If you would like some help in discussing the best set up to match your system and requirements, we can talk you through this and provide some trusted advice. Give us a call on 1300 857464 to discuss more.

Interested in other ways to optimise MYOB Advanced? Check out our handy MYOB Advanced Tips and Tricks blogs. Learn more about generating statements on demand here or how to use the new interface here.

MYOB Advanced & Excel

Regardless of how much time, resources and money you invest in your ERP implementation, Microsoft ® Excel will always have a place in your organisation. Hence, MS Excel® is a fantastic tool for entering, calculating and analysing financial data. Rather than try to replace it, it makes sense to harness the full power of MS Excel®.

MYOB Advanced is fully integrated into MS Excel®, therefore, it has a range of inbuilt functions that can save time and money for your organisation.

Easily upload records to MYOB Advanced

Data in MS Excel® or CSV format can be uploaded as line records into transactions such as bills, journals, etc. Transactions with fixed or complex allocations can be prepared in MS Excel® using a predefined template, for example, to apportion expenses.

Benefits: Fast track data entry while minimising data entry errors.

Export records

Line records within transaction or inquiry screens can be instantly extracted for analysis using the Export to Excel button. A file with all the visible fields on the grid including the headers and parameters used is created in xlsx format to solve common queries.

Benefits: Simple to use context-sensitive reporting. This file can subsequently be used as a source for importing data.

 

MYOB Advanced and Excel 3

 

Import scenario

The Import Scenario function allows users to synchronise data between MS Excel® and MYOB Advanced. Import scenarios are commonly used to load master files and transactions. Or, to manipulate existing data in bulk like changing terms on a range of customers. Fields between the spreadsheet and the data in MYOB Advanced are mapped accordingly. As data is imported, it is validated to preserve data integrity throughout the process.

Benefits: Eliminate time-consuming data entry and minimise data entry errors.

Export Scenario

Export Scenarios allow users to extract data from MYOB Advanced to MS Excel® in a user-defined format. Where a report or inquiry screen is missing needed information, an Export Scenario may be an ideal way to extract data without the need to build complex or expensive reports.

Benefits: Fast access to large amounts of customisable data to suit requirements.

Generic Inquiry

A Generic Inquiry is a tool that allows users to build intricate queries to isolate selected data for those without programming skills. As a result, generic inquiries can be used to filter, sort, calculate, aggregate and summarise data in list form which can be exported to MS Excel®.  To help you analyse and interpret important information captured in MYOB Advanced, consider our Generic Inquiry Writers Course.

Benefits: You can build sophisticated reports to suit requirements.

OData

Simply put, Odata (Open Data Protocol) is a live link between MYOB Advanced and MS Excel®. An OData feed in MS Excel® can seamlessly source data directly from MYOB Advanced using the framework of a Generic Inquiry. The spreadsheet can be refreshed to ensure data is always up to date with current information.

Benefits: Give users access to data without having to log into MYOB Advanced thus saving user licence numbers. Reports within Excel can be highly customised to include graphs & pivot tables without needing a working knowledge of MYOB Advanced.

Report Designer

In most organisations, it is common practice to run reports in their ERP. Open them in MS Excel® and, using a text to column wizard, separate the data into columns. This is because most report designs look “pretty” on paper, screen or PDF. They are not necessarily built to be opened in MS Excel®.

Benefits: The Report Designer in MYOB Advanced eliminates the time consuming & repetitive process by allowing users to embed the column structure within the report that is only called upon when it is pushed to MS Excel®.

Need fast access to data, want to cut down on time-consuming tasks or the ability to build sophisticated reports? Microsoft ® Excel and MYOB Advanced are a perfect pair.

Velixo

Velixo was built from the ground up for MYOB Advanced, by MYOB experts. Their reports are the only reporting tool of its kind designed exclusively for MYOB Advanced. Above all, Velixo used their extensive experience with MYOB to craft a user-friendly MS Excel® plugin. Finally, it is lightning fast and leverages the unique capabilities of your cloud ERP.

Contact us today for more information about how MYOB Advanced is helping more and more growing businesses thrive.  Call us on 1300 857 464 or email on [email protected] to chat with our MYOB Specialists.