Posted on: Wednesday July 08th, 2020

Author: Kilimanjaro Consulting

MYOB is focused on improving features and functionality and ease of use with every upgrade. In the 2018.1 release in MYOB Advanced, the added functionality of ‘Business Events’ has made a significate change to how businesses can operate. Every business has unique workflows and processes to drive both internal and external communication and actions. The Business Events feature can automate some of these day-to-day tasks. It has the ability to monitor specified data for changes and process certain actions as a result.

What can the Business Events feature do for your business?

This feature gives users the flexibility to support actions in a number of different scenarios.  Generally speaking, examples include notifying:

  • Customers that an invoice is outstanding and due for payment. A copy of the invoice could also be attached to the email sent
  • Staff that a shipment from a particular supplier has arrived
  • Staff that an outstanding customer balance greater than 60 days is now cleared
  • The production manager that the customer has paid their deposit and materials can now be ordered.

There are four key components when configuring Business Events

1. Create a Generic Inquiry used to monitor data

2. Determine how the data is to be monitored

– As records changed
– On a set schedule

3. Define the criteria for an action to occur

4. Specify the resulting action to take

– Issue a Notification (email or mobile)
– Using import scenarios to add or update records

Examples to help you use MYOB Business Events

In the following example, we will be using Business events to automatically email prospect information about your organisation once a lead is loaded into MYOB Advanced.

1. Create the Generic Inquiry

In MYOB Advanced, Leads are part of the Contacts Table. Aswell as this, we are also giving the User an option to specify if an introduction e-mail is to be sent, by way of a checkbox as an Attribute.

Following are some tips when creating Generic Inquiries for use with Business Events:

Reference only the required fields in the Generic Inquiry. These fields should include:

– Those fields used as part of the Notification email

– Include the Key Identifier fields of the tables used.

– All fields required to track the change in data.

  • Grouping should not be used in the Generic Inquiry
  • Do not use existing Primary List Generic Inquiries as a source of data for Business Events. These Generic Inquiries link to the underlying form and may impact on performance.  We suggest a simplified Generic Inquiry is used instead.
  • If monitoring attributes for data changes, reference the underlying CSAnswers table, not the [Attribute name]_Attribute field extensions you may find on some tables.

2. Create the Business Event that will send the notification to the Prospect

The type is set to “Trigger by Record Change”

  • The Raise Event is set to “For Each Record”
  • The Screen Name is referencing the Generic Inquiry created in Step 1
  • The trigger conditions are set to occur where
    • A new record is inserted or
    • Where the Send Intro Email checkbox is subsequently checked by the user (True = 1)

3. Select the Subscribers Tab

  • The Type is an email notification. Select ‘Create Subscriber’ to create a new Notification.

  • The Notification ID describes the purpose of the Notification
  • From refers to an email account from which the email should be sent from
  • To refers to the recipient of the email. In this case, the email address associated with the Prospect
  • The Screen name refers to the Generic Inquiry created in Step 1
  • If the Link to Contact is populated, a copy of the email created will be logged against the Lead’s record as an Activity.

When a new lead is created and the option to send an introductory e-mail is selected, the Prospect will now receive an email containing additional information about your company.

Making the most out of your MYOB Advanced software

Interested in more ways to optimise your software? We have prepared numerous tips and tricks that you may find useful in order to maximise MYOB Advanced potential! Visit our blogs below or feel free to contact us if you have any questions at all.

If you are interested in learning more about Business Events and how they could potentially be used in your business, contact Kilimanjaro Support at 1300 857 464 or email us at [email protected]