Business Events in MYOB AdvancedMYOB Advanced Tips and Tricks #6
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. As well 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 other ways to optimise MYOB Advanced? Check out our handy MYOB Advanced Tips and Tricks blogs here:
- Generating Statements on Demand
- How to use the New User Interface
- Row Level Security
- Generic Inquiries
- Fixed Assets
- Restricted Use of Control Accounts
- Corporate Cards
- Matrix Items
- Company Groups – Restricted Visibility of Customer and Supplier Records
- Important features of reporting dashboards
- Global Search Function
- Learn to Streamline your Intercompany Sales
We hope these tips and tricks were helpful to you! Remember, if you have any questions about the new User Interface or in general our friendly MYOB Advanced team is always here to help. Call us on 1300 857 464 (AU) or 0800 436 774 (NZ), or send us an email.
Alternatively, for a comprehensive overview of all of our best MYOB Advanced ‘hacks’ in one place, you can download our PDF from the panel on the right – The Ultimate Compilations of Tips and Tricks!