Copyright: Compiled for Premier V3.0 - CNT 11/3/99


Welcome to Networking with MYOB Premier!

Computing can be confusing enough when you're working with only one machine. Add a few more computers on a network to the mix, and you're suddenly dealing with enough terms, concepts and technologies to make your head spin.

Fortunately, not all network situations are as frightening as they may seem. MYOB networkable accounting software is designed to run on a simple network made up of a few similar computers. With a little background knowledge about networks, even computer users with little experience can get their MYOB software up and running in a short time on their company's network. We want to provide you with that background knowledge so you can enjoy a positive experience with your MYOB network.

The information provided here is intended to:

Help you understand some networking fundamentals so you can evaluate and purchase network equipment for your company

Outline the choices you have for setting up a network in your company

Help you understand how MYOB software works on a network

Help you get the best performance out of MYOB on your company's network

The topics presented here are divided into two general areas. First, we'll discuss basic networking concepts in the section titled An introduction to networks. Then we'll dive into the details of setting up your system and making it all work together flawlessly in the Putting it all together section.

This information is by no means comprehensive on networking with personal computers; a trip to your local library or bookstore will give you an indication of the vast array of information that's available on this topic. However, after reading this information, you should have sufficient working knowledge of network technology to set up and run your company's MYOB system.

If you need to learn more about networking, we recommend that you contact an MYOB Quality Consultant for expert assistance in setting up your MYOB system. You can find a Quality Consultant in your area by visiting our World Wide Web site at http://www.myob.com.au.


An introduction to networks

Click any of the sections below, or start at the beginning by clicking the right arrow button at the top of this window to begin learning about networks.

What is a network?

Local-Area Networks (LANs) and Wide-Area Networks (WANs)

Types of LANs

LAN technologies

Network hardware and software

Network interface cards

Network cabling

Hubs

Network software and their protocols

Network topologies

What's best for MYOB - our recommendations


What is a network?

There are a number of networks in the computing world today, ranging from tiny two-computer local area networks (LANs) to the biggest network of all, the Internet. Networks vary a great deal, but they all share one simple idea: they allow people to extend the reach of their computers beyond the devices that are sitting on their desktop. Networks give computer users the power to use the resources - such as hard disks, printers and CD-ROM drives - of other computers without forcing anyone to physically move to those other computers to use them. Before the development of network technology, individual computers were isolated from each other and limited in their range of applications. By linking these individual computers over networks, the computers' usefulness and productivity have been increased enormously.

A network is made up of a few physical elements in addition to the computers, printers and other devices that are the main components of the network. Simple networks include such items as network interface cards (NICs), network cables and hubs. More sophisticated networks also use items such as bridges, switches and routers to connect the devices in the network. Using network hardware, the computers and other devices in a specific area are literally hooked up to each other. After the connections are made, special networking software is enabled on the networked computers so the computers can communicate with each other. The manner in which all these items are connected is often referred to as a network topology. You'll learn more about network hardware and software components and network topologies as you read through these lessons.

In regards to MYOB, what does a network do?

On a network, MYOB allows multiple computer users to use a single set of accounting data at the same time. You can add, change or delete information, print reports and perform analysis functions while your coworkers perform the same tasks. Without a network, only one person would be able to perform these functions at a time.


Local-Area Networks (LANs) and Wide-Area Networks (WANs)

A local-area network (LAN) is a computer network which is enclosed in a room, a building or a group of adjacent buildings. The term LAN is most often used to refer to networks created using a specific type of networking equipment which is tailored for computer communication over a short distance. LANs can connect nearly any number of computers, and they are well-suited for small organizations of five or fewer computers.

A wide-area network (WAN), by contrast, is capable of spanning long distances. WANs are built in a similar manner as LANs, but they're usually built on a larger scale than a LAN and use equipment that's capable of transmitting information much further than a LAN can. WANs can span long distances, but they aren't required to; adjacent buildings may use a WAN instead of a LAN if they need to. Typically, WANs are used to connect many - from dozens to hundreds - of computers.

Other than the distances they can reach, the major difference between LANs and WANs is the type of equipment each uses. Networking equipment for LANs usually transmits data at a higher rate than WAN equipment; because a LAN is transmitting data a shorter distance than a WAN, the LAN equipment doesn't need to work as hard to cover that distance. As a result, LANs send information more quickly - and more cheaply than WANs.

What does this mean in regards to MYOB?

Your MYOB software is best-suited for use on a LAN. We'll spend the rest of our time in these lessons discussing that type of network.


Types of LANs

Companies with a small number of computers, printers and other devices (also known as nodes) usually have two different types of LANs to choose from: peer-to-peer and client/server.

A peer-to-peer network is typically best-suited for companies that have six or fewer nodes to connect on the network. On a peer-to-peer network, all the computers on the network are connected together, often using a hub as a central connecting device. In this scenario, the hard disks and other devices of each computer on the LAN can be "shared" by the network's other computers. Since each computer shares devices in the same way, each computer is considered a "peer" of the other computers on the network. Peer-to-peer networks are inexpensive and simple to set up, but they usually aren't the best solution for larger companies or companies that work with great amounts of data.	Peer-to-Peer Network
Client/Server Network	Companies that have more than five nodes may want to consider installing a client/server network. Client/server networks use a dedicated central computer on the network, known as a server, to store files for the other computers to use. The server, typically a high-performance computer, is usually not used on a day-to-day basis by any one person. By incorporating a server, a company can store large amounts of files -- including programs and data – and expect that all computers accessing those files will be able to use those files at about the same speed. Because client/server networks require an additional computer, they are more expensive and can be relatively difficult to set up.

Which type of LAN works best for MYOB?

Your MYOB software is specially designed for peer-to-peer networks. When you purchased MYOB Premier, you automatically received a certain number of workstation licenses, which means that more than one computer user can access your accounting data using MYOB Premier at a time. If you find the need to spread your accounting tasks among more people in your company, you can purchase additional workstation licenses as your company's needs grow. Each time you purchase an additional workstation license, another person can access your accounting data.

At this time, MYOB does not work as a true client/server application; however, you can still use MYOB if your company uses a client/server network. Click here for more information.

Later on in these lessons, we'll discuss the best ways for setting up MYOB on a peer-to-peer network.


MYOB in a client/server environment

Although MYOB Premier is designed for a peer-to-peer network, you can still attempt to use it on a client/server network. At this time, the only way this can be done is by storing your MYOB accounting data on your network server. The MYOB program and associated files must still be installed and run from the computers on the network (the "clients"); it cannot be stored on the server.

By storing your MYOB data on a server, it's possible that you may encounter reductions in performance. If this occurs, we recommend that you move the data to an individual computer.

Later on in these lessons, we'll discuss installing MYOB software and storing your accounting data on a computer on your network.


LAN technologies

Regardless of whether you use a peer-to-peer network or a client/server network, you'll end up using a specific LAN technology to help the devices on your network to communicate with each other. LAN technologies are special combinations of hardware and software that make networks work in a certain way and at a specific speed. If you purchase any of the popular "network-in-a-box" packages on the market today, you'll notice that a specific LAN technology will already be included as a part of the package.

Some of the most popular LAN technologies these days are Ethernet, Fast Ethernet, Token Ring and FDDI. Some companies - usually larger ones - may use more than one type of technology at a time, possibly because they're evolving their equipment from one technology to the other and they can't spare any network "down time." When this is the case, a special device called a bridge or router must be used to help the two technologies communicate with each other. This probably won't affect your small business, but it's important to remember that two different LAN technologies cannot coexist without special (and quite expensive) additional equipment.

Following is a brief description of each of the major LAN technologies.

Ethernet  The most widely used LAN technology in use today is Ethernet, and it's the technology we recommend for MYOB Premier (unless you can afford Fast Ethernet, described below). It strikes a good balance between speed, price, ease of installation and supportability. Approximately 80 percent of all LAN connections today use Ethernet. Ethernet networks run at a data rate of 10 million bits per second (10 MBps). This means that when a computer transmits information using Ethernet, it travels along that medium at 10 MBps.

What does "10 MBps" really mean?

LocalTalk  LocalTalk is the ubiquitous LAN technology for MacOS computers, mainly because it's built into every Macintosh computer. Compared with other LAN technologies, however, LocalTalk networks aren't fast; they run at approximately 230,000 bits per second – only about 0.23 MBps. (For this reason, we recommend that users of MYOB Premier for Macintosh use an Ethernet network.)

Fast Ethernet  An extension of the popular Ethernet standard, Fast Ethernet transports data at 100 MBps. Fast Ethernet takes advantage of many aspects of the familiar Ethernet technology. Two types of Fast Ethernet are available: 100BASE-TX, which uses cabling that's similar to telephone wire, and 100BASE-FX, which operates over multimode fiber-optic cabling. Not surprisingly, you pay for the 10-fold increase in speed over Ethernet: Fast Ethernet is more expensive than Ethernet. (However, if you're able to afford Fast Ethernet, we recommend that you purchase it for use with MYOB Premier.)

Token Ring  Another major LAN technology in use today is Token Ring, which can run at two different data rates, 4 MBps or 16 MBps. Token Ring gets its name from the manner in which the network is set up (in a ring-like configuration) and from the way the network passes information (using a special "packet" of information called a token) from computer to computer. Token Ring networks are slightly more expensive and more difficult to set up than Ethernet networks.

FDDI  Fiber Distributed Data Interface, commonly known as FDDI, transports data at 100 MBps. Originally, FDDI networks required fiber-optic cable, but today they can be run on telephone-like cable as well. FDDI is used primarily as a part of a large LAN; for example, it can be used in a network that links several individual workgroup or department LANs together in a single building. It's also used to link LANs in several buildings together in a setup that's referred to as a "campus environment."

Which type of LAN technology works best for MYOB Premier?

As mentioned above, we recommend using Ethernet for your LAN technology. It's reliable, inexpensive and easy to set up and maintain. If you can afford the added cost, however, Fast Ethernet is even a better choice.


What does "10 MBps" really mean?

When we say that an Ethernet network transmits information at 10 MBps, we're not saying that you can copy files and move other data along the network at that speed. Instead, only a special type of information - called a packet - travels along the network at that speed. A packet consists of a message that's sent from one computer to the other on the network. An example of a time when a packet is sent is when you print a document on a networked printer; as soon as you begin printing the document, a packet is sent to the other computers on the network, informing them of your action. In this case, the packet would display a message (such as "Document X is printing") in the Print Manager or PrintMonitor window on the other computers.


Network hardware and software

Today's LANs are powerful, flexible and easy to use, but they incorporate many sophisticated technologies that must work together flawlessly. For a LAN to benefit an organization, it must be designed to meet the organization's changing communications requirements. Building a LAN is a process of choosing different hardware and software components and matching them together so they meet your current needs and are capable of expanding with your growing business.

Fortunately, there's a growing number of all-inclusive and inexpensive "network-in-a-box" solutions on the market that simplify your decisionmaking process. When you purchase such a package, you receive all the necessary hardware and software you need to connect your company's computers. Click here to see a list of manufacturers whose network-in-a-box packages are recommended for use with MYOB Premier.

Not everyone will want to purchase a network-in-a-box package; there may be some situations that lend themselves to buying individual network components instead. Even if you do purchase an all-inclusive product, it's probably a good idea anyway to learn about the individual components of a network and how they function together. The following lessons will discuss these items.

Hardware:

Network interface cards

Cables

Hubs

Software:

Network software and their protocols


Network-in-a-box solutions on the market today

Two of the more popular all-in-one network solutions on the market today include 3Com's family of OfficeConnect networking kits (http://www.3com.com) and the Ethernet and Fast Ethernet Starter Kits from Linksys (http://www.linksys.com).


Network interface cards

Network interface cards (NICs) are one of the essential parts to a network. Network interface cards work with your network software to send and receive messages on the network. Each computer that you want to connect to the network must have a network interface card installed in it. Network interface cards are available for desktop and laptop computers.

Types of network interface cards If you plan to use Windows computers on your network, you have a few choices when you shop for network interface cards. If you wish to set up a simple Ethernet network, you can purchase standard 10MBps cards for your computers. If you're in the market for faster performance, Fast Ethernet cards (100MBps) are available. There are also special 10/100MBps cards that allow you to start your network at the 10MBps Ethernet speed and upgrade to the quicker 100MBps Fast Ethernet type later without forcing you to purchase new cards. Click here to see a short list of some of the network interface cards on the market today.	A network interface card built for coaxial cable
If you plan to use Macintosh computers on your network, you're in luck - MacOS computers are already "network-ready" when you purchase them, so you won't need to install a network interface card in any of them.

Installing network interface cards
On a Windows computer, installing an Ethernet network interface card is as easy as installing any other type of card - simply insert the card into one of the computer's expansion slots. Before you become dismayed at the thought of opening up your computer case, keep in mind there's a possibility that you may be able to avoid any installation process at all; many new Windows computers are now pre-equipped with an Ethernet network interface card. If you're shopping for a new computer, you might want to check to see whether a network interface card is part of the computer's standard features.

On a Macintosh, it's possible that you may need to purchase a special adapter to connect each Macintosh to the network.

After the interface card or adapter is installed, you connect the computer to the network by plugging one end of a network cable into the card. The other end of the cable connects to the rest of the network. We'll discuss network cables in the next lesson.

What type of network interface card works best for MYOB?

Since we recommend that you use the Ethernet or Fast Ethernet LAN technology, you have a choice between three types of network interface cards: 10 MBps (Ethernet only), 10/100 MBps (Ethernet with the option to upgrade to Fast Ethernet) or 100 MBps (Fast Ethernet).


Network interface cards on the market today

There are several developers of network interface cards, each of whom provides an array of cards that can fulfill the needs of most small businesses. Some of the leading developers include:

3com (http://www.3com.com)

Dayna (http://www.dayna.com)

Linksys (http://www.linksys.com)


Macintosh Ethernet adapters on the market today

Asante FriendlyNet 10T Adapter

DaynaPORT II-3

DaynaPORT EasyNet-T

DaynaPORT PCI-M

DaynaPORT 10/100-TX NuBus (Fast Ethernet)

Farallon Computing PhoneNET Connector DB-9


Network cabling

Once your network interface cards are in place in your business's computers, you're ready to begin connecting the computers using special network cabling. For a small business with only a few devices to hook up, there are really only a couple types of network cables that can be considered a reasonable choice: coaxial and twisted pair.

Coaxial cabling resembles the wire used for hooking up cable television, and it was the first cable used for networking personal computers. It has a low cost and is relatively easy to install, and it doesn't require a hub in its network. However, it's not as easy to expand a network that consists of coaxial cabling, and there can be physical limitations to using this type of cable, especially if you want to have freedom to move your computers around.	The end of a coaxial cable
Twisted pair cabling is a newer type of network cable, and it has a number of benefits over coaxial cable. Although it resembles ordinary telephone cable, twisted pair cabling has more stringent specifications regarding its susceptibility to outside electromagnetic interference than common telephone wire. Twisted pair cabling comes in two forms: unshielded twisted pair (UTP) and shielded twisted pair (STP). As the names of the two types imply, shielded twisted pair has more defense against electromagnetic interference than unshielded twisted pair; however, UTP is usually good enough for most companies.	The end of a twisted pair cable

What's the best network cabling to use with MYOB?

By far the easiest cabling to purchase and install is twisted pair cabling. We recommend it for use with MYOB products.


What does all that techy-sounding stuff mean?

If you've read all the previous lessons, you've learned enough about networks to understand some of the terms on boxes containing network equipment at your local computer store. Armed with this knowledge, you should be able to choose - and talk about! - the proper equipment for your business.

10BASE-T

This is the technical name for an Ethernet network that uses twisted pair cable, and it's probably the best choice for an affordable MYOB network. 10BASE-T stands for 10 MBps (the speed in which information travels along the network), baseband signaling (a method used by Ethernet networks to communicate), using twisted pair cable.

100BASE-TX

This type of network equipment is for Fast Ethernet, which travels at 100 MBps, using twisted pair cable.

Other Ethernet network names you might encounter include:

10BASE5

10BASE5 is an Ethernet network that uses a thick coaxial cable. It's not used very much anymore.

10BASE2

This type of Ethernet network uses a coaxial cable that's thinner than the 10BASE5 cable. It's still used, although infrequently, in small office networks.

10BASE-F

This type of Ethernet network uses fiber optic cable, and usually only in large office networks.


Hubs

Along with the network interface card and cabling, the network hub is one of the most important parts of a LAN. A basic hub is usually a small box that serves as the central connection point for the wiring of the network. All computers on the network are linked to each other through the hub. Hubs are normally used in networks that use twisted pair cable.

A typical Ethernet hub, sometimes known as a "repeater," has a number of ports (holes in which cables are inserted) to which computers and other devices are attached. One twisted pair cable can be inserted into each port. The other end of each cable is inserted into the network interface card of each computer.

When a computer transmits information to the network, the information travels through the computer's network interface card and cable to the hub. In the hub, several copies of the information are made - one copy for each computer that's connected to the hub. Once the copies are made, one copy is sent to each computer on the network.

Since hubs are usually the central point of LANs, they're often placed in a location in an office that's at the centre of things. Many offices designate a particular area to house their hubs and other networking equipment.

Types of hubs

There are a number of varieties of hubs that allow you to control the manner in which your network operates. Following is a brief description of several types of hubs.

Standalone hubs Standalone hubs are box-like products with a number of ports, typically fewer than 12. Many standalone hubs also can be connected to other standalone hubs - either by connecting them together with coaxial cable or linking (or cascading) them using twisted pair cable between ports on each hub. This allows you to expand your network as your company grows, or connect two separate LANs. This type of hub is least expensive - a normal five-port standalone hub can cost less than $60. They are best suited for small, independent workgroups or offices typically with fewer than 12 users per LAN. A standalone hub will probably serve the needs of most small businesses who wish to use MYOB products.	Standalone hub
Stackable hubs Stackable hubs look and act like standalone hubs except that several of them can be stacked or connected together, usually by short lengths of cable. The advantage of using stackable hubs is that, when connected, the hubs can be managed as a single unit by a network administrator. (More information about managing hubs appears below.) As time passes and your network grows, you can add more stackable hubs to accommodate more users on the network. Stackable hubs are ideal for companies that don't want to make a large initial investment in their network but are certain that their network will expand over time.

Modular hubs Modular hubs are larger units that can accommodate many network users. A modular hub is made up of a chassis that can contain anywhere from four to 14 slots. Each slot in the chassis can hold a communications card, which works like a standalone hub. Each communications card (also known as a module) can support around 14 computers and other devices. When several communications cards are placed in the chassis, the computers connected to the cards are able to communicate with each other in the same manner as they would if they were part of the same card. Modular hubs can be easily managed by a network administrator.

Managing hubs

If you want to keep track of your network, one method you can use is hub management. When you manage your network's hubs, each port on the hubs can be configured, monitored, enabled or disabled by a system administrator from a piece of equipment called a hub management console, along with special software. Depending upon the tools you use, you may also be able to acquire statistics on a variety of things about your network, such as the amount and types of information that pass through the ports on the network. Most vendors who develop hubs also produce hub management consoles and the software needed to run them. If you're interested in learning as much as possible about the performance of your network, we suggest that you consider investing in a hub management console.

What kind of hub works best for an MYOB network?

The hub that will best fit your business depends upon your current needs, but it also depends upon how much you expect to see your network grow over time. If you have fewer than five computers at your company and you don't expect to see that number grow much (or at all) in the next few years, you'll probably do just fine with an easy and inexpensive standalone hub for your network. On the other hand, if you're already dealing with a dozen computers now and you expect to see a need for a steady increase in your network capacity, you'll probably be best served if you investigate stackable or even modular hubs for your company.

For nearly all small businesses, hubs provide the flexibility to easily expand a network. If your business grows, simply purchase another hub to accommodate your additional computers - it's often as simple as that.

Click here to see a list of some of the hubs on the market today.


What is a system administrator?

A network environment requires more attention than individual computers do; in most cases, setting up and maintaining a network goes beyond merely "hooking up" a few computers with cables. Similarly, network software such as MYOB Premier requires more attention than other software. If your company doesn't have much experience working in a network environment, or if your computer and network responsibilities have always been performed "by committee," now might be a good time to consider designating one employee as your company's system administrator.

The basic duties of typical system administrators include installing network hardware and software, maintaining existing network systems and acting as the company's main resource for network-related questions. In addition, a system administrator often performs specific MYOB tasks, such as installing MYOB software properly, backing up your company's vital financial data and setting up a password-security system. These important tasks play a large part in determining how well MYOB Premier contributes to the success of your business.

These responsibilities may not require the full-time effort of an employee who is highly skilled in network issues, but they often require a person's immediate, knowledgeable attention. With this in mind, your system administrator may need additional training to fulfill the needs of your business. More information about networks can be obtained from a number of sources, including MYOB Quality Consultants, computer stores, bookstores and the Internet.


Network hubs on the market today

The following companies are a very small sample of the manufacturers who create hubs for small businesses.

3Com (http://www.3com.com)

D-Link Systems, Inc. (http://www.dlink.com)

Linksys (http://www.linksys.com)

NetGear (http://www.netgearinc.com/)

NDC Communications (http://www.sohoware.com)


Network software and their protocols

For your network to operate properly, each computer on the network must use software that supports networking.

Operating systems

Network-ready operating systems such as Windows 95/98 and Windows NT allow the devices on a network to properly communicate with each other. If your business is like most businesses, your computers already have an operating system that's ready for a network.

Network software protocols

Just because you have the proper operating system doesn't mean that your network will run the way you want. Special controls in a network operating system, called protocols, must be present in your operating system to ensure that the programs you run on the network - including MYOB Premier - are able to send and receive messages with the other computers on the network. These protocols determine how messages are delivered across the network. Fortunately, these protocols are already present in most network-ready operating systems; the most you might need to do is activate them (we'll perform this step later in these lessons).

What network software does MYOB require?

If you use MYOB Premier for Windows, the operating systems that work well for peer-to-peer networks include Windows 95/98 and Windows NT. These operating systems support the NetBIOS, NetBEUI and TCP/IP protocols, of which one must be active on your system to run MYOB Premier for Windows. (If you choose, you can also run special networking software on these operating systems. One such software product, Artisoft LANtastic, runs well with MYOB Premier. LANtastic supports the LANBIOS protocol, which is a NetBIOS protocol.) Windows NT and Windows 95/98 networks are easy systems to set up and maintain; in addition, these three systems support the dual-speed 10/100MBps Ethernet/Fast Ethernet network interface cards.

If you use MYOB Premier for MacOS, peer-to-peer networking can't get much simpler than this: the Macintosh operating system is network-ready. Its standard network protocol, AppleTalk, is used to run MYOB Premier for Macintosh. Alternatively, if you don't want to use AppleTalk on your Macintosh network, you can choose to use the TCP/IP protocol to run MYOB Premier instead.

Later in these lessons, we'll discuss how to check your computers to see whether the proper protocols are enabled.

Want to learn more about NetBIOS, NetBEUI and TCP/IP?


Want to learn more about NetBIOS, NetBEUI and TCP/IP?

Interested in these strangely named network protocols? Here is some basic information about how each protocol works.

NetBIOS and NetBEUI

Several years ago, IBM and Microsoft developed NetBIOS (Network Basic Input Output System) and NetBEUI (NetBIOS Extended User Interface) with the goal of drawing up network protocols that would work on small networks of Windows computers. The design goal was to build small and fast protocols that would allow for human-assigned names of devices, such as "MyComputer," that are easy to remember.

The assumption was that there were only a few devices on the network and that devices would be appearing and disappearing at random. Therefore, it was best to be able to locate a device by "broadcasting" a packet of data across the entire network until the device for which the data was intended was found. NetBIOS and NetBEUI were designed to use this broadcast method as the sole means of locating devices.

When one device needs to communicate with another device in a NetBIOS/NetBEUI network, it broadcasts a packet of data to find the remote system. (For example, if Computer1 is trying to send data to an MYOB Premier data file on Computer2, Computer1 will broadcast its intentions to the entire network -- in effect, it will say, "Where is Computer2?" -- until it finds Computer2.) Obviously, a large network could become bogged down in all this broadcasting, so NetBIOS and NetBEUI networks are generally restricted to 30 or fewer devices.

Once a device has found the device with which it wants to communicate on the NetBIOS/NetBEUI network, the two devices can communicate directly. However, there are times when this process breaks down, and the computers will need to find each other through the broadcast process.

TCP/IP

TCP/IP (Transmission Control Protocol/Internet Protocol) is the protocol that's used in many large networks -- including the Internet -- but is increasingly popular in smaller networks, as well, mainly because of its speed.

As opposed to NetBIOS and NetBEUI, TCP/IP has a much more direct method of transferring data from one device to another. Each computer in a TCP/IP network is assigned a specific, unique IP address that identifies the computer to the network and the rest of the world. All IP addresses are stored in a centralized registry or a distributed directory service, often located within a company using a router, or outside of a company at an Internet Service Provider (ISP).

When one device needs to communicate with another device in a TCP/IP network, it sends a packet of data to the centralized registry. The registry then locates the intended device's IP number and directs the packet immediately to that device. (For example, if Computer1 is trying to send data to an MYOB Premier data file on Computer2, Computer1 will send its request to the centralized registry. The registry will then pass on Computer1's request directly to Computer2.) This direct process eliminates the possibly time-consuming NetBIOS/NetBEUI work of "broadcasting" to all devices on the network.

Like the NetBIOS/NetBEUI process, once a device has found the device with which it wants to communicate on a TCP/IP network, the two devices can communicate directly. Since each device on a TCP/IP network has a fixed address by which it is identified, however, the devices rarely lose contact with each other until the connection is intentionally broken.


Network topologies

Before you make any purchasing decisions about your network, it's important that you consider the physical environment in which your network will exist. The placement of the computers and other devices in your office play a large part in determining the organization, or topology, of your new network.

There are three major types of network topologies in use today: bus, star and ring. Ethernet networks -- the type we recommend for use with MYOB Premier -- can be configured in either a bus or a star topology, while the ring topology is most often used with the Token Ring and FDDI network technologies.

The bus topology The original network topology was the bus topology, which connects all devices on the network using a coaxial cable. Hubs aren't used in a bus topology; the strings of cables are simply connected together along the network. When information is sent out to the network from a computer, the data is copied and sent "down the line" to all the other computers on the network. The bus topology is rarely used in new networks these days because it's somewhat difficult to add new users or move current users to new locations on the network. Monitoring the network and troubleshooting problems on this type of topology is also relatively difficult.	Bus topology
Star topology	The star topology The hub is the central device in a star topology. In the star topology, each computer in the network is connected to a hub using twisted pair cable, forming an organization that resembles a star. As we discussed in the Hubs lesson, when information is sent from a computer to the network, the information is copied at the hub and then sent out to all the other computers in the network. The major benefit of the star topology is its flexibility. Because the system relies on hubs, new users can be added and changes in location can be made quickly without reconfiguring the network. It's also much easier to manage a star topology network because each computer is attached to the network on its own individual port, which makes it easy to monitor.
The ring topology The organization of the ring topology looks similar to that of the star topology, but the manner in which information passes among computers on the network is different. In the ring topology, each computer is attached to a hub-like device called a multistation access unit (MAU), which is usually stored in a central closet area like a hub. When information is passed from a computer to the network, the information isn't passed to the MAU and copied to other computers on the network, as it is with the star topology. Instead, the information is simply passed from computer to computer, one at a time, across the entire network, until the information arrives at the desired location. Additional equipment must be connected to the cable (which can be either twisted pair or fiber-optic) to transmit and receive information in this manner.	Ring topology

Which topology is best for a network running MYOB?

In most cases, we expect that the star topology will be best suited for a small business that's running MYOB Premier on a simple Ethernet network. Its combination of low cost, simple setup and flexibility for change and growth make it an easy choice.


What's best for MYOB Premier - our recommendations

Here's a summary of each item that we recommend for a network running MYOB Premier. If you're planning on discussing your network needs with a retailer or consultant, you might want to print this page for them.

Type of network: Local-area network (LAN)

Type of LAN: Peer-to-peer network

LAN technology: Ethernet (or Fast Ethernet, if you can afford it)

Network interface cards: Any that support Ethernet (or Fast Ethernet, if you choose that technology). A special adapter might be needed for Macintosh computers.

Network cabling: 10BASE-T twisted pair (shielded or unshielded) for Ethernet; 100BASE-TX twisted pair for Fast Ethernet. One cable is needed for each computer you wish to connect to the network; additional twisted pair cables are necessary if you plan to connect two or more hubs together.

Hub: Depends upon your business size; use a standalone hub if you have six or fewer computers. If you have more than six computers, you can either connect two or more standalone hubs or use stackable hubs.

Operating system: For Windows computers, you can use Windows for Workgroups, Windows 95, Windows 98, Windows NT or LANtastic; for Macintosh computers, the Macintosh operating system (MacOS) is required.

Network software protocols: For Windows computers, your operating system must have the NetBIOS, NetBEUI or TCP/IP protocol enabled (or LANBIOS, if you use LANtastic); for Macintosh computers, AppleTalk or TCP/IP must be enabled. (We'll show you how to activate these protocols in the Setting up your network software section later on.)


Putting it all together

We've now covered the basics of what you need to build a network for your business. Now, let's get your network running! The topics below help you set up your network.

Constructing your peer-to-peer network

Setting up your network software


Constructing your peer-to-peer network

Listed below are the basic steps for setting up a typical peer-to-peer Ethernet network. When you purchase your network equipment, we strongly recommend that you carefully review the documentation for the equipment so you understand exactly how to set up your network.

1.	First, decide where you want to install the hub(s). Pick a central location that's relatively close to all the computers that will be on the network. Many network equipment manufacturers recommend that your computers be within 328 feet of your network hub.

2.	If you plan to connect two or more hubs together, do so at this time. (Note: If you plan to do this, be sure to connect the hubs using the proper ports on the hubs. Some hubs use special "uplink" ports for connecting to other hubs.)

3.	Be sure that all the computers and other devices that you plan to add to the network are turned off.

4.	If your computers do not have their network interface cards or adapters installed yet, do that at this time. (If you received a setup software for your network interface cards, be sure to install that software, as well.)

5.	Connect one end of a network cable into one of the hub's ports, then connect the other end of the cable into one of your computers. Repeat this step for each computer you want on your network.

6.	Plug your hub(s) into an electrical outlet and turn on your computers.

At this point, your network hardware is ready to go. Congratulations! Before you continue the setup process, we suggest that you immediately optimize your network to ensure that MYOB Premier runs at peak performance. After that, you can set up your network software.


Optimizing your network to ensure that MYOB Premier runs at peak performance

Because MYOB Premier relies heavily upon your network to accomplish its tasks, it's important that your network is set up to run as fast as it can. Even the slightest drag upon your network's resources might slow down the processing of the tasks you perform in MYOB Premier. Use the topics in this section to give your computers and your network a performance checkup before you begin using MYOB Premier.

Your computers' hard disks:

Be sure your computers all meet (or, better yet, exceed) the minimum system requirements for MYOB Premier. The requirements are printed on your MYOB Premier box, as well as in the MYOB Premier Getting Started manual.

Consider upgrading the processors of the computers on your network, especially if you currently use Windows computers that are equipped with slower Pentium processors. By doing this, your computers can send and retrieve messages across the network more rapidly.

Upgrade your Windows computers' operating systems so all computers are using the same operating system; if you use Macintosh computers, upgrade the System version on the computers so all computers are using the same System version. By doing this, you'll lessen the amount of work a computer must perform to receive information from other computers on the network.

If possible, try to keep a substantial amount (several megabytes) of free hard disk space on your computers. We recommend that at least five to 10 percent of the size of your hard disk should be unused. On Windows computers, the Windows operating system will use free hard disk space for random access memory (RAM). The more free hard disk space on a computer, the faster its performance. In addition, when a hard disk has very little free space, it's possible that files - including your MYOB Premier data file - can become fragmented on the disk - a situation you usually want to avoid.

Even if you have plenty of hard disk space on your computers, you can still experience file fragmentation. To avoid this condition, optimize your hard disks from time to time. Several programs, such as Windows 95/98's Disk Defragmenter, are available to help you optimize your hard disks.

On the computer that will be used to store your MYOB Premier data file, check to see whether additional shared files or databases on that computer are accessed by the computers on the network. If such files do exist, keep in mind that the increased activity on the hard disk may slow the performance of the disk. You might want to consider moving the files to other computers on the network.

Click here for additional hard disk tips for Windows NT computers

Your computers' memory:

Although MYOB Premier can run on computers with 16 megabytes (MB) of RAM, you'll find that increased amounts of memory will improve your system's performance. If possible, upgrade your computers to 32MB of RAM.

If you're planning on running other applications while MYOB Premier is running, we strongly recommend that you purchase additional RAM.

Click here for additional memory tips for Windows NT computers

Your network:

Simply put, the faster your network, the faster MYOB Premier will send and receive messages across the network. If you currently use an Ethernet network that runs at 10MBps and you're not satisfied with the speed of your network, you may wish to upgrade to a 100MBps Fast Ethernet network sometime in the future.

Be sure your network uses high-quality twisted pair cable.

Keep your network components as clean and dust-free as possible.

If possible, we recommend that you keep your network as free of traffic as possible when MYOB Premier is in use. MYOB Premier requires a significant amount of attention from the network when it's recording and processing your company's financial data; if other programs are requesting network resources at the same time, you'll probably experience slower performance in MYOB Premier.


File fragmentation

A frequent condition in which files are separated on a disk into small, separated fragments.

File fragmentation is a natural consequence of creating, deleting or modifying files on a disk over time. When a file is saved on a crowded disk that no longer contains contiguous blocks of free space large enough to hold it, the file is automatically split into two or more chunks, or fragments, and placed on separate parts of the disk. If left untreated, file fragmentation can slow down a disk's access speed.


MYOB Premier data file

A data file is the medium by which MYOB data is stored. All the accounting information that's entered in MYOB Premier for a single company is stored in one data file.

Later in these lessons, we'll discuss the process of deciding on which computer you should store your data file.


Windows NT hard disk performance tips

If the computer on which your MYOB Premier data file is stored uses the Windows NT operating system, there are a few extra items on your hard disk that you might want to check. A Windows NT computer will run faster if:

Its hard disk uses the SCSI parallel interface. SCSI (Small Computer System Interface; pronounced "scuzzy") is a parallel interface for attaching peripheral devices to computers. Another type of disk, IDE, isn't as fast as a SCSI disk.

Its hard disk is partitioned. Windows NT takes less time to work on a computer with a large hard disk when the hard disk is partitioned into a number of smaller drives. There is an entire sector of the software industry devoted to utilities that help you partition your hard disk.

The partition on which the data file is located uses the NTFS file system. The NTFS (New Technology File System) is the standard Windows NT file system. Other types of file systems such as FAT and HPFS aren't as efficient as NTSF on Windows NT.


Windows NT memory performance tips

If the computer on which your MYOB Premier data file is stored uses the Windows NT operating system, there are a few extra memory items that you might want to check. A Windows NT computer will run faster if:

EDO memory chips (SIMMs) are used instead of "regular" RAM SIMMs. EDO (Extended Data Out) SIMMs are newer and faster than other SIMMs. (Note: Be sure your computers are compatible with EDO SIMMs before you attempt to switch to EDO RAM.)

The RAM cache size is set at 512K or higher. A RAM cache is a reserved section of the computer's main memory that's used to store frequently used data for quick access. Refer to your Windows NT documentation to learn how to increase your RAM cache.


Setting up your network software

Now that the physical aspects of your network are assembled and ready to go, it's time to sit down at each of your computers on the network and prepare them for MYOB Premier.

Not all of these tasks need to be performed in a particular order, but you might discover that it's easier to prepare your systems if you do these steps in the order shown below.

Warning: Only advanced computer users should perform these tasks

1. Checking and installing network protocols

2. Installing MYOB Premier

3. Setting up file sharing, mapping network drives and creating shortcuts

4. Optimizing MYOB Premier to ensure it's running as fast as it can


Warning: Only advanced computer users should perform these tasks

Although we recommend that the designated system administrator in your office or one of our MYOB Quality Consultants handle the tasks of setting up your network software, you can attempt to perform these steps yourself. Keep in mind, however, that we strongly recommend that a qualified network specialist perform these tasks.


1. Checking and installing network protocols

As we discussed earlier in these lessons, special network protocols must be enabled to ensure that the programs you run on the network - including MYOB Premier - are able to communicate messages among the computers on the network. If you use MYOB Premier for Windows, your computers must be using the NetBIOS, the NetBEUI or the TCP/IP protocol; if you use MYOB Premier for Macintosh, your computer must be using either the AppleTalk or the TCP/IP protocol.

When you create a data file in MYOB Premier and when you begin each session in MYOB Premier, you'll have the opportunity to specify which protocol you wish to use in multi-user mode -- depending, of course, upon whether you have more than one protocol installed on your computer.

The first step in setting up your network software is to check to be sure that these protocols are installed and ready on your computers. If they're not, you'll need to install them. To check your protocols, click the link below that corresponds to the operating systems in use on the computers you have on your network.

Windows 95/98

Windows NT 4.0

Macintosh


Checking and installing network protocols in Windows 95/98

Follow these steps to check to see which network protocols are installed on computers running Windows 95/98.

1.	From the Start menu, choose Settings, then choose Control Panel. When the Control Panel is displayed, double-click Network to open the Network control panel.

Note: If your company uses a Novell network

2.	Under the Configuration tab, check to see whether NetBIOS, NetBEUI or TCP/IP (or LANBIOS, if you use a LANtastic network) are listed in the box labeled The following network components are installed.

If NetBIOS or NetBEUI are listed and you wish to use one of these protocols, this computer should be able to run MYOB Premier without following these instructions; remember, however, that you should perform this check all the computers on your network.

If TCP/IP is listed and you wish to use it, you'll need to assign an IP address to the computer before it's ready to run MYOB Premier in multi-user mode on your network. Click here to learn more about this process.

Note: If your company uses a LANtastic network

On the other hand, if none of the protocols are listed, or if the protocol you wish to use isn't listed, continue to the next step.

3.	Check to see whether Client for Microsoft Networks appears in the The following network components are installed box. If it is, skip to step 8. If it's not, continue to the next step.

4.	Click the Add button. The Select Network Component Type window will appear. In the list, double-click Client to open the Select Network Client window.

5.	In the list in the left side of the Select Network Client window, click Microsoft. A list of protocols appears in the list in the right side of the window.

6.	Choose Client for Microsoft Networks, then click OK. The Network Control Panel appears again, with Client for Microsoft Networks listed in the The following network components are installed box.

7.	Next, check again to see whether NetBIOS, NetBEUI or TCP/IP are listed in the The following network components are installed box.

If NetBIOS or NetBEUI are listed and you wish to use one of these protocols, this computer should now be able to run MYOB Premier; remember, however, that you should perform this check all the computers on your network.

If TCP/IP is listed and you wish to use it, you'll need to assign an IP address to the computer before it's ready to run MYOB Premier in multi-user mode on your network. Click here to learn more about this process.

Note: If your company uses a LANtastic network

On the other hand, if none of the protocols are listed, or if the protocol you wish to use isn't listed, continue to the next step.

8.	Click the Add button. The Select Network Component Type window will appear. In the list, double-click Protocol to open the Select Network Protocol window.

9.	In the list in the left side of the Select Network Protocol window, click Microsoft. A list of protocols appears in the list in the right side of the window.

10.	If NetBIOS, NetBEUI or TCP/IP appears in the list, choose the protocol you want, and then click OK. If none of the protocols are displayed in this list, you'll need to install the protocols using your Windows CD or diskettes. (Refer to your Windows documentation to learn more about installing Windows system software.)

If you plan to use the NetBIOS or NetBEUI protocols, skip to the next step; if you plan to use the TCP/IP protocol, click here to learn about assigning an IP address to this computer.

11.	That's it! This computer is ready to run MYOB Premier on a network! Close the control panel windows that are open, and don't forget to check all the computers on your network using these steps.


If you're using TCP/IP, you need to assign an IP address to each computer

If you wish to use the TCP/IP protocol, each computer on the network that will run MYOB Premier in multi-user mode must be assigned an IP address. An IP address is a set of numbers that identifies each computer on a network that uses the TCP/IP protocol. These numbers can be assigned manually or by using a server.

This procedure will help you set up TCP/IP to a certain extent; however, the choices you make for configuring your TCP/IP connection to your network depend upon how your network is set up. If someone else set up your network connection, you should consult that person for assistance here. You (or the person who set up your network connection) might also find it helpful to speak with your Internet Service Provider (ISP) to learn how you can receive permanent IP addresses for each of your computers. (Keep in mind that if your computers are assigned IP addresses only when they have an active dial-up connection to the Internet, your computers will encounter various problems communicating to each other when you're using MYOB Premier -- unless those computers are always connected to the Internet while MYOB Premier is in use.)

1.	In the Network control panel, highlight the TCP/IP selection in the The following network components are installed box and click Properties to open the TCP/IP Properties window.

2.	In this window, set up the IP address, subnet mask and other identifying features of your computer.

3.	After you've made all the necessary entries in the TCP/IP Properties window, click OK to save your changes and close the window.


Note: If you use a LANtastic network
Note: If your company uses a LANtastic network

If you use a LANtastic network, your network will use the LANBIOS protocol instead of NetBIOS or NetBEUI. Please note, however, that the LANBIOS protocol also requires that the Client for LANtastic Network is also displayed in the The following network components are installed list. (Client for Microsoft Network is not sufficient.) To install the Client for LANtastic Network, follow these steps:

1.	Click the Add button. The Select Network Component Type window will appear. In the list, double-click Client to open the Select Network Protocol window.

2.	In the list in the left side of the Select Network Protocol window, click LANtastic. A list of clients appears in the list in the right side of the window.

3.	If Client for LANtastic Networks appears in the list, select it and click OK. If it isn't displayed in the list, you'll need to install the client using your LANtastic CD or diskettes. (Refer to your LANtastic documentation to learn more about installing LANtastic client software.)

4.	That's it! You can now return to the Checking and installing network protocols instructions.


Checking and installing network protocols in Windows NT 4.0

Follow these steps to check to see which network protocols are installed on computers running Windows NT 4.0.

1.	From the Start menu, choose Settings, then choose Control Panel. When the Control Panel is displayed, double-click Network to open the Network control panel.

2.	Under the Protocols tab, check to see whether NetBIOS, NetBEUI or TCP/IP (or LANBIOS, if you use a LANtastic network) are listed.

If NetBIOS or NetBEUI are listed and you wish to use one of these protocols, this computer should be able to run MYOB Premier without following these instructions; remember, however, that you should perform this check all the computers on your network.

If TCP/IP is listed and you wish to use it, you'll need to assign an IP address to the computer before it's ready to run MYOB Premier on your network. Click here to learn more about this process.

On the other hand, if none of the protocols are listed, or if the protocol you wish to use isn't listed, continue to the next step.

3.	Click the Add button. A list of available protocols will be displayed. If NetBIOS, NetBEUI or TCP/IP appears in the list, choose the protocol you want, and then click OK. If none of these protocols are displayed in the list, you'll need to install the protocols using your Windows NT CD or diskettes. (We recommend that you refer to your Windows NT documentation to learn more about installing network protocols.)

If you plan to use the NetBIOS or NetBEUI protocols, skip to the next step; if you plan to use the TCP/IP protocol, click here to learn about assigning an IP address to this computer.

4.	That's it! This computer is ready to run MYOB Premier on a network! Close the control panel windows that are open, and don't forget to check all the computers on your network using these steps.


Note: If your company uses a Novell network

If you have a Novell network that consists of computers running Windows 95/98, you may need to perform a few extra steps to ensure that the proper protocols are being used. Before you check your network protocols, follow these steps.

Under the Configuration tab, check to see whether the term "Client32" (or any combination of words that include "Client32") is listed in the box labeled The following network components are installed.

If "Client32" does appear in the list, it's possible that the protocols installed on your computer will not work properly on a peer-to-peer network with Windows 95/98 computers. In most cases, you'll need to uninstall the Client32 software and install software that does work properly with Windows 95/98. These steps require the assistance of a trained Novell representative; we recommend that you contact Novell or an MYOB Quality Consultant for help.

On the other hand, if "Client32" does not appear in the list, you should be able to continue with the Checking and installing network protocols instructions without any problems.


Checking and activating network protocols on a Macintosh

All Macintosh computers are equipped with the AppleTalk protocol, and most new Macintosh systems include the TCP/IP protocol. However, it's possible that neither protocol is active on your Macintosh. Choose a topic below to check to see whether the protocol of your choice is active on your Macintosh. In these procedures, we'll also check to be sure that Ethernet is selected as your LAN technology.

If you wish to use the AppleTalk protocol

If you wish to use the TCP/IP protocol


Checking and activating the AppleTalk protocol on a Macintosh

Please note: because Macintosh System versions differ, the names of windows and fields may be slightly different than what's presented in these instructions.

1.	From the Apple menu, choose Control Panels, then open the TCP/IP Control Panel.

2.	Depending upon the System version you're using, you may see a field labeled Connect via. If you do, be sure that Ethernet is selected for this field. If you don't see a Connect via field, you may need to open the Network Control Panel to select Ethernet.

3.	This step also depends upon the System version you're using. If the AppleTalk Control Panel shows only two fields - Connect via and Current zone, choose User Mode from the Edit menu. Then, from the Select user mode list, mark the Advanced selection and click OK. The AppleTalk Control Panel will then expand to display additional fields and buttons.

4.	If the AppleTalk Control Panel has a Make AppleTalk field, be sure the Active selection is marked. (On some AppleTalk Control Panels, you may need to click a button - usually labeled "Options" - to locate the Make AppleTalk field.)

5.	That's it! This computer is ready to run MYOB Premier on a network! Close the AppleTalk Control Panel windows that are open, and don't forget to check all the computers on your network using these steps.


Checking and activating the TCP/IP protocol on a Macintosh

If you wish to use the TCP/IP protocol, each Macintosh on the network that will run MYOB Premier must be assigned an IP address. This procedure will help you set up TCP/IP to a certain extent; however, the choices you make for configuring your TCP/IP connection to your network depend upon how your network is set up. If someone else set up your network connection, you probably will need to consult that person for assistance here. You might also want to consider speaking with your Internet Service Provider (ISP) to learn how you can receive permanent IP addresses for each of your computers. (Keep in mind that if your computers are assigned IP addresses only when they have an active dial-up connection to the Internet, you will not be able to run MYOB Premier properly -- unless those computers are always connected to the Internet while MYOB Premier is in use.)

Please note: because Macintosh System versions differ, the names of windows and fields may be slightly different than what's presented in these instructions.

1.	From the Apple menu, choose Control Panels, then open the TCP/IP Control Panel.

2.	Depending upon the System version you're using, you may see a field labeled Connect via. If you do, be sure that Ethernet is selected for this field. (You may need to choose an Ethernet icon to make this selection.) If you don't see a Connect via field, you may need to open the Network Control Panel to select Ethernet.

3.	This step also depends upon the System version you're using. If the TCP/IP Control Panel shows only one or two fields along the right side of the window (such as Additional search domains), choose User Mode from the Edit menu. Then, from the Select user mode list, mark the Advanced selection and click OK. The right side of theTCP/IP Control Panel will then display additional fields and buttons.

4.	If the AppleTalk Control Panel has a Make TCP/IP field, be sure the Active selection is marked. (On some TCP/IP Control Panels, you may need to click a button - usually labeled "Options" - to locate the Make TCP/IP field.) Feel free to choose the Load only when needed box if you want.

5.	Next, set up the IP address, subnet mask and other identifying features of your Macintosh in the TCP/IP Control Panel. Keep in mind that each computer on your network must have an IP address assigned to it when MYOB Premier is running in multi-user mode. If you haven't been assigned a set of permanent IP addresses for the computers on your network, contact your Internet Service Provider or the person who set up your network.

6.	That's it! This computer is ready to run MYOB Premier on a network! Close the TCP/IP Control Panel windows that are open, and don't forget to check all the computers on your network using these steps.


IP address

A set of numbers that identifies each computer on a network that uses the TCP/IP protocol. These numbers can be assigned manually or by using a server.


2. Installing MYOB Premier

After you've ensured that your network protocols are installed properly, the next step is to install MYOB Premier. The Getting Started manual that accompanied your MYOB Premier package includes all the steps that you need to load MYOB Premier on your company's computers and create your company's data file. (If you're moving to MYOB Premier from a different MYOB product, you'll also find instructions in the Getting Started manual for converting your existing data file so it works with MYOB Premier.)

Go ahead and install MYOB Premier on your network's computers at this time. When you're finished, you'll be ready to either create a new data file or convert an existing MYOB data file. Before you create or convert your data file, however, please read the section below.

Choosing a location for your data file
When you create or convert your data file, you'll need to choose on which computer your data file will be located. The computer you choose will be the machine that all MYOB Premier users will need to access after you've created or converted the file.

To help you decide on which computer you want your data file to be located, ask yourself the following questions about how your company plans to use the MYOB Premier system:

Which computer on your network is the most powerful? As is the case with most computer programs, MYOB Premier can be used most efficiently on computers that have higher amounts of free hard disk space and random access memory (RAM). You may want to consider placing the converted data file on your company's most powerful computer.

Which computer will use MYOB Premier the most? If one employee at your company will use MYOB Premier more than anyone else, you might want to consider placing the converted data file on that employee's computer. Doing this will increase the speed with which that employee can perform his or her MYOB Premier tasks.

What are the job functions of each person who will use MYOB Premier? For example, a data-entry clerk who enters and changes information in MYOB Premier throughout the workday will require more computer "horsepower" than a manager who merely views the company's financial data from time to time. Placing the data file on the clerk's computer, and ensuring that the clerk's computer is a more powerful machine than the manager's, will increase the efficiency of your company's MYOB Premier activities.

If you're converting a data file from another MYOB product
After you convert your MYOB data file so it works with MYOB Premier, be sure to verify the integrity of your data file by choosing Verify Data File from MYOB Premier's File menu. After verifying the file, use the MYOB Premier Data Optimization Wizard to ensure your data file is streamlined for peak performance.


3. Setting up file sharing, mapping network drives and creating shortcuts

At this point, your network hardware should be set up, MYOB Premier should be installed on each of the computers on your network, and your company's data file should be located on one of the computers on the network. In the steps below, we're going to step you through the process of making the MYOB Premier data file accessible to all computers on the network.

Be sure you follow the steps below in the order they're presented.

Setting up file sharing

Mapping network drives

Creating shortcuts to your MYOB Premier data file


Setting up file sharing

Before all the computers on the network can begin making entries into your company's MYOB Premier data file, you need to be sure that all the computers can access the file. To do this, you need to designate the folder on the computer in which your data file is stored as a shared folder. This process, known as "setting up file sharing," needs to occur only on the machine in which your data file is stored.

Click the link below that corresponds to the type of computer in which your data file is stored.

Windows 95/98

Windows NT 4.0

Macintosh


Setting up file sharing in Windows 95/98

Follow these steps to set up file sharing on a computer running Windows 95 or 98.

Remember: You need to follow this procedure only on the computer on which your MYOB Premier data file is located.

1.	From the Start menu, choose Settings, then choose Control Panel. When the Control Panel window appears, double-click Network to open the Network Control Panel.

2.	Click the Identification tab. In the Computer name field, enter the name you'd like to use to identify this computer on the network. If necessary, you can also enter the workgroup in which the computer exists. (If you're unsure whether your network uses workgroups, consult the person who assembled your network.) If you want, you can also enter a brief description of the computer.

3.	Next, click the Configuration tab, then click the button labeled File and Print Sharing. The File and Print Sharing window appears.

4.	Mark the box titled I want to be able to give others access to my files. (If you have a printer connected to this computer, and you want others to have the option to use the printer, mark the I want to be able to allow others to print to my printer(s) box, as well. Click here for additional information about sharing printers.)

5.	Click the OK button in the File and Print Sharing window, then click the OK button in the Network Control Panel. Close the Control Panel window, as well. At this point, Windows 95/98 might display a message that asks you to restart your computer. If you see this message, click Yes to restart the computer.

6.	From the Start menu, choose Programs, then choose Windows Explorer. When the Explorer window appears, click once on the MYOB Premier folder to select it, then choose Properties from the File menu. The Properties window for the folder you selected will appear.

7.	In the Properties window, click the Sharing tab, then click the Shared As button. Leave the Share Name field exactly as it is (if the folder's name is Premier, this field should display PLUS in the Share Name field).

8.	The next step depends upon the type of network you've got set up.

If the Properties window has three buttons below the words Access Type, choose either Full (if you want users to access this folder without entering a password) or Depends on Password (if you want to require that users enter a password before they access this folder). If you choose Depends on Password, enter a password in the Full Access Password field.

If the Properties window has a box with the words Name and Access Rights above it, click the Add button below the box. The Add Users window appears. In this window, click either the Full Access button or the Custom button to display the text The world in the appropriate box. If you click the Custom button and then click the OK button, you'll be allowed to choose the amount of access you want each user to have; be sure you choose, at the least, Read Files and Write to Files.

9.	That's it! The data file's folder is shared. Close any windows that are still open by clicking their OK button.

In the next step, you'll visit each computer on the network and map a network drive to the folder you just shared.


Sharing a printer in Windows 95/98

After you've marked the I want to be able to allow others to print to my printer(s) box to activate sharing for your printer, you still need to perform another step or two to allow people to use your printer.

1.	In the Control Panel window, double-click Printers to open the Printers folder. Your printer, and any other available printers, will be displayed in the Printers folder.

2.	Click once on the printer connected to this computer to select it and then choose Properties from the File menu. The Properties window for the printer will appear.

3.	Click the Sharing tab and choose the sharing options you want to assign to the printer. When you're finished, click OK. When your file sharing is completely set up, the printer will be ready to be used by others.

Note: The printer's drivers must be installed on all users' computers


Note: The printer's drivers must be installed on all users' computers

In order for your shared printer to work properly from other users' computers, the printer's driver files must be installed on the other users' computers. Typically, when you purchase a new printer, driver files are supplied on a setup diskette for you to install. If you don't have a setup diskette from your printer's manufacturer, we suggest you either contact the manufacturer or check the manufacturer's World Wide Web site to download another copy of the necessary files.


Setting up file sharing in Windows NT 4.0

When you create a folder in Windows NT, the folder usually becomes shared automatically. You are designated as the owner of that folder on the network, which means that you can control who can access the folder. The process of allowing access to a folder in Windows NT is known as setting permissions. You'll want to set permissions for your MYOB Premier folder as soon as possible, especially if you don't want specific people on your network accessing your company's financial data.

If you don't have much knowledge about permissions in Windows NT, we strongly recommend that you ask your network administrator or an MYOB Quality Consultant for help.

Follow these steps to review the permissions on a computer running Windows NT 4.0.

Remember: You need to follow this procedure only on the computer on which your MYOB Premier data file is located.

1.	From the Start menu, choose Settings, then choose Control Panel. When the Control Panel window appears, double-click Network to open the Network Control Panel.

2.	Click the Identification tab. In the Computer name field, enter the name you'd like to use to identify this computer on the network. If necessary, you can also enter the workgroup or domain in which the computer exists. (If you're unsure whether your network uses workgroups, consult the person who assembled your network.) If you want, you might also be able to enter a brief description of the computer. When you're finished, click OK to close the Network Control Panel.

3.	From the Start menu, choose Programs, then choose Windows NT Explorer. When the Explorer window appears, click once on the MYOB Premier folder to select it, then choose Properties from the File menu.

4.	Although folders are usually shared automatically when they're created in Windows NT, it doesn't hurt to check. In the Properties window, click the Sharing tab. If the Not Shared button is marked, click the Shared As button. Leave the Share Name field exactly as it is (if the folder's name is Premier, this field should display PLUS in the Share Name field).

5.	Next, click the Security tab.

6.	Click the Permissions button.

7.	Review the list of users who currently have access to the MYOB Premier folder. If you wish to change the settings in any way, do so at this time. (If you want everyone on your network to be able to access the folder, be sure that EVERYONE or Full Control is entered or selected in the appropriate list.)

8.	That's it! The data file's folder is shared. Close any windows that are still open by clicking their OK button.

In the next step, you'll visit each computer on the network and map a network drive to the folder you just shared.


Setting up file sharing on a Macintosh

Follow these steps to set up file sharing on a Macintosh.

Remember: You need to follow this procedure only on the computer on which your MYOB Premier data file is located.

Please note: because Macintosh System versions differ, the names of windows and fields may be slightly different than what's presented in these instructions.

1.	From the Apple menu, choose Control Panel, then choose Sharing Setup. The Sharing Setup window appears.

2.	There are three sections in the Sharing Setup window. If you haven't done so already, enter a user name and password in the Owner Name and Owner Password fields, then enter the name you want to assign to the Macintosh in the Macintosh Name field. The name you enter in the Macintosh Name field will be the name that's used to identify this computer to the other computers on the network.

3.	In the File Sharing section, check to see whether the button is labeled Start or Stop. If the button is labeled Stop, you don't need to do anything; file sharing is already activated. If the button is labeled Start, click it to activate file sharing. (It may take a few moments to start up.)

4.	In the Program Linking section, check to see whether the button is labeled Start or Stop. If the button is labeled Stop, you don't need to do anything; program linking is already activated. If the button is labeled Start, click it to activate program linking. (It may take a few moments to start up.)

5.	Click the close box to close the Sharing Setup window.

6.	From the Apple menu, choose Control Panel, then choose Users & Groups. The Users & Groups window appears. Use the New User and New Group commands from the File menu to create profiles of specific users and groups of users on your network. When you create a new user or group, double-click the new profile to grant access to your computer's shared resources.

When you're finished with the Users & Groups control panel, close it.

7.	Next, locate the folder in which your MYOB Premier data file is located. Click it once to select it, then choose Sharing from the File menu.

8.	In the window that appears, assign access privileges to the folder by choosing the appropriate users or groups from the User/Group list and marking the three boxes to the right of the list (labeled See Folders, See Files and Make Changes). If you want everyone on your network to have access to the folder, simply mark the three boxes next to the word Everyone.

9.	Mark the boxes next to the boxes labeled Share this item and its contents, Make all currently enclosed folders like this one and Can't be moved, renamed or deleted.

10.	Click the close box to close the window; a message will appear, asking you whether you want to save the access privileges for the folder. Click Save.  Another message will appear, asking you whether you're sure you want to change all folders inside this one. Click OK.

That's it! The data file's folder is shared. In the next step, you'll visit each computer on the network and map a network drive to the folder you just shared.


Mapping network drives

After file sharing is set up on the computer on which your MYOB Premier data file resides, you need to set up each of the other computers on the network so they're able to access the shared folder. This process is usually known as mapping - particularly on Windows computers - and it needs to occur only on the computers that are not storing your MYOB Premier data file.

Click the link below that corresponds to the type of computers you're using.

Windows 95/98

Windows NT 4.0

Macintosh


Mapping network drives in Windows 95/98

Follow the steps below on all of your network's Windows 95/98 computers that are not storing your MYOB Premier data file.

1.	From the Start menu, choose Programs, then choose Windows Explorer. When the Explorer window appears, choose Map Network Drive from the Tools menu. The Map Network Drive window appears.

2.	From the Drive list, choose the drive letter you want to assign to the folder on the computer that's storing your MYOB Premier data file. The drive letter that appears automatically in the list is the first available letter.

Note: Each computer does not need to be assigned the same network drive letter

3.	In the Path field, enter the pathname for the computer and the MYOB Premier folder to which you want to map. To do this, enter two backward slashes (\\) followed by the computer name, another backward slash, and the name of the folder. For example, if the MYOB Premier data file is stored in a folder called PLUS on a computer named COMPUTER, you'd enter \\COMPUTER\PLUS in the Path field.

4.	Mark the box labeled Reconnect at Logon to ensure that this computer is always mapped to the MYOB Premier folder.

5.	Click OK to close the Map Network Drive window. If you've set up a password for the folder, a message will appear, asking you to enter the password. Make your entry and click OK.

That's it! This computer is now mapped to the folder containing your MYOB Premier data file. Look at the left pane of the Windows Explorer window; you'll notice that the new drive letter has been mapped to the MYOB Premier folder. Remember to perform these steps for each of the Windows 95/98 computers that need to access the data file.

Next, to make things easier for you, we'll create some shortcuts to your MYOB Premier data file.


Note: Each computer does not need to be assigned the same network drive letter

If each computer on your network uses a different drive letter to map to the computer on which your MYOB Premier data file is stored, that's OK. The drive letter is used only for identification purposes on each computer.


Mapping network drives in Windows NT 4.0

Follow the steps below on all of your network's Windows NT computers that are not storing your MYOB Premier data file.

1.	From the Start menu, choose Programs, then choose Windows NT Explorer. When the Explorer window appears, choose Map Network Drive from the Tools menu. The Map Network Drive window appears.

2.	From the Drive list, choose the drive letter you want to assign to the folder on the computer that's storing your MYOB Premier data file. The drive letter that appears automatically in the list is the first available letter.

Note: Each computer does not need to be assigned the same network drive letter

3.	In the Path field, enter the pathname for the computer and the MYOB Premier folder to which you want to map. To do this, enter two backward slashes (\\) followed by the computer name, another backward slash, and the name of the folder. For example, if the MYOB Premier data file is stored in a folder called PLUS on a computer named COMPUTER, you'd enter \\COMPUTER\PLUS in the Path field.

4.	Mark the box labeled Reconnect at Logon to ensure that this computer is always mapped to the MYOB Premier folder.

5.	Click OK to close the Map Network Drive window. If you've set up a password for the folder, a message will appear, asking you to enter the password. Make your entry and click OK.

That's it! This computer is now mapped to the folder containing your MYOB Premier data file. Look at the left pane of the Windows NT Explorer window; you'll notice that the new drive letter has been mapped to the MYOB Premier folder. Remember to perform these steps for each of the Windows NT computers that need to access the data file.

Next, to make things easier for you, we'll create some shortcuts to your MYOB Premier data file.


Mapping network drives on a Macintosh

To map to a shared folder on a computer on your network, follow the steps below. You'll need to perform this procedure for all of the Macintosh computers on your network that are not storing your MYOB Premier data file.

1.	From the Apple menu, select Chooser. The Chooser window appears.

2.	In the list of icons on the left side of the window, choose AppleShare.

3.	If a list of zones appears at the bottom left side of the window, choose the zone in which the computer you want to map to resides.

4.	All available shared computers and file servers appear in the list on the right side of the window. Choose the name of the computer that contains the MYOB Premier data file folder and click OK.

5.	The Connect to the File Server window appears. Choose Registered User if you've been set up with a user name and password for the computer with the data file, or choose Guest if you have guest access to the computer. Click OK.

6.	In the AppleShare dialog box, choose the name of the folder that contains the MYOB Premier data from the Select the items you want to use list. Mark the box labeled Checked items will be opened at system startup time, and then click OK.

That's it! This computer is now mapped to the folder containing your MYOB Premier data file. Look on your desktop; you'll notice that the folder now appears as a shared volume. Remember to perform these steps for each of the Macintosh computers that need to access the data file.

Next, we've prepared a checklist of things you can do to ensure that MYOB Premier is running as smoothly as possible.


Creating shortcuts to your MYOB Premier data file

Each time you start MYOB Premier on a computer that isn't storing your MYOB Premier data file, you'll click a button labeled Open an Existing Premier Data File so you can work with your company's data. Once you click this button, the Open dialog box appears, requesting that you locate your MYOB Premier data file on the network. The process of using this dialog box to locate the data file on the network can be a bit tedious, especially if the data file is nested several folders deep into the host computer.

Fortunately, Windows 95/98 and Windows NT allow you to set up a shortcut to your data file, which makes the process of navigating to the data file a little simpler. When you use a shortcut to the data file, the data file will open automatically, and the Sign-on window will appear - allowing you to avoid the process of locating the file.

The process of setting up a shortcut is the same for both Windows 95/98 and NT. Here's how you do it:

1.	Close or minimize enough windows so the desktop is visible on your computer screen.

2.	Point the mouse pointer on an empty area of the desktop and click the right mouse button once. A "floating" menu appears; choose New>Shortcut from the menu. The first window of the Create Shortcut wizard appears.

3.	In the Command line field, enter the location of the MYOB Premier program (not the data file) on the computer you're currently using. You may want to use the Browse button to quickly and accurately enter this location. When you're finished with this step, click the Next button.

4.	In the next window of the Create Shortcut wizard, enter a descriptive name for the shortcut in the Select a name for the shortcut field. When you're finished with this step, click the Finish button. After a couple moments, the new shortcut will appear on your desktop; it should look like the MYOB Premier icon.

5.	Click the right mouse button once on the new shortcut. Another "floating" menu appears; choose Properties from the bottom of the menu. The Properties window for the shortcut appears.

6.	Click the Shortcut tab in the Properties window. In the Target field, notice that the location of the MYOB Premier program on the computer you're currently using is displayed. To use this shortcut to open your specific data file, position the cursor to the right of the text that appears in the Target field - but don't remove the text that appears in the Target field. Next, use the SPACEBAR to enter a space after the existing text in the Target field; after that, enter the name of your company's data file (don't forget to type the data file's .PRM extension). For example, if your MYOB Premier program is stored in C:\PLUS and your company's data file is named COMPANY.PRM, the entire contents of the Target field should be:

C:\PLUS COMPANY.PRM

(Don't worry if the data file is stored on another computer. Your entry in the Target field should be the same.)

7.	In the Start in field, enter the drive letter, computer name and folder name of the computer on which your MYOB Premier data file is stored. For example, if the data file is stored in a folder named PREMIER on a computer named HOST that's been mapped as the "E:" drive, enter E:\\HOST\PREMIER in the Start in field. Keep in mind that you must enter two backslashes (\\) after the drive name and only one backslash after the computer's name.

Very important! Remember that each computer on the network might be using a different drive letter to map to the computer that's storing your MYOB Premier data file. When you perform this procedure on each of your computers, remember to use the proper mapped drive letter for the computer whose shortcut you're setting up.

When you're finished with this step, click OK to close the Properties window.

8.	To test the shortcut, double-click it. The MYOB Premier program on the computer you're using should start, open your data file and display MYOB Premier's Sign-on window.

That's it! Remember to use the shortcut from now on to open your data file quickly.


4. Optimizing MYOB Premier to ensure it's running as fast as it can

Since it relies on the network to get the job done, MYOB Premier needs network hardware and software components to be working as seamlessly as possible. Earlier, we discussed some options you can choose to ensure your network hardware's performance is at a premium quality. In this section, we'll explain a few of the things you can do when you're using MYOB Premier so you can get the most out of your accounting system in the least amount of time.

Use Single-User Access whenever possible. If nobody else is using your data file, be sure to choose Single-User Access in the Sign-On Window when you open the data file. This prevents other users from accessing the file, which can slow down performance. It also prevents excess data from being sent across the network.

Exit MYOB Premier when you're not using the program. Staying out of the data file when you don't need to use it will improve performance for the other users.

Optimize your data file frequently. Tasks such as starting a new fiscal or payroll year and changing, deleting and purging records leave "holes" in your data file which slow down your normal day-to-day activities. Use the MYOB Premier Data Optimization Wizard to remove these holes and streamline your data file.

Do NOT mark the Automatically Refresh Lists When Information Changes option in the Preferences window. If you don't need the very latest information all the time, you can work faster if you're not forced to update the information on your computer screen whenever someone makes a change.

Do NOT check for duplicate document numbers. In the Preferences window, be sure the boxes next to Warn for Duplicate Check Numbers, Warn for Duplicate Invoice Numbers and Warn for Duplicate Purchase Order Numbers are unmarked. When MYOB Premier is forced to check your data file for duplicate document numbers, the system must work harder - and take more time to record your transactions.

Use Easy-Fill™ when entering card names and account and item numbers. When you're entering a name or number in a transaction entry window, use MYOB Premier's Easy-Fill technology to select the name or number quickly. To use Easy-Fill, simply begin typing the name or number of the card, account or item you want; MYOB Premier will fill in the rest of the text for you. If you use the other method for making a selection - using the search icon to display a list of available cards, accounts or items - it will take you much longer to make the choice you want.

Enter accurate transactions. It takes longer for MYOB Premier to record changes to transactions than to record new transactions. When you're entering a new transaction, be sure to double-check it for accuracy before you record it so you can avoid making changes later.

Avoid leaving list windows open on your computer screen. The Transaction Journal window and Inquiry Register window are affected by the transactions that others make. If these windows are open while you're working, you may be forced to wait while the information in these windows is updated.

Make additions and changes to "master records" when you're the only person using the data file. "Master records," such as cards, accounts and items, affect the entire data file. If you add, change or delete any of these records while others are using the data file, the performance that others will experience will be much slower than usual. Try to make these changes when you're the only person using the data file.

Use only a few linked accounts for inventory items. The more accounts you use to link to your inventory items, the longer it takes to record transactions that include items. If it's possible, try to limit the number of accounts you assign to your items to a few specific accounts.

Combine line item quantities on invoices and purchase orders. If you're including the same inventory item on more than one line item of a transaction, try to combine the line items instead. MYOB Premier can calculate costs and inventory counts much more quickly when an inventory item appears on only one line item in a transaction.

Mark the Prevent Data Changes During Report Generation selection in the Preferences window. When others are using the data file, they could be making changes to the information you're trying to print. When this happens, MYOB Premier must recalculate and reorganize the information you're attempting to print while the report is being generated; this can cause the report-printing process to slow down considerably. When you enable this option, other users won't be allowed to make changes to the data you're trying to print until the report is generated.

Generate large reports when you're the only person using the data file. Even when the Prevent Data Changes During Report Generation option in the Preferences window is selected, large reports may take more time to be created when other users are using the data file. For best results, wait until other users are not using the data file to print large reports.

Print reports by a specific month instead of by a date range. Some reports allow you to select a month or range of months to print. These reports can be generated more quickly if you select a month to print instead of a specific range of dates.


Before you call for help

As you may have discovered by now, there's plenty of help available in MYOB Premier. Included in MYOB Premier's extensive selection of learning tools is the Getting Started manual, online help and cue cards. If that's not enough for you, you can find valuable assistance from the BestTips documents located on BestWare's Web site (http://www.bestware.ca) and in the MYOB forum on CompuServe (GO MYOB). You can also get face-to-face help tailored specifically to your needs by partnering with an MYOB Quality Consultant. To learn more about all these avenues of support, refer to your MYOB Premier Getting Started manual.

If you've exhausted all the resources available to you, you may need to call BestWare Technical Support. To get your questions answered quickly, be sure you're ready for the call in the following ways:

Be sure your copy of MYOB Premier is registered, and that you have your customer number ready. (If you can't find your customer number, start MYOB Premier and open the Company Information window by choosing Company Information from the Setup menu. Your customer number appears at the top of the window.)

If you aren't already subscribed to one of our support plans, choose BestWare Products & Services>Technical Support from the MYOB Premier Help menu to learn more about BestWare's available support options.

Turn your computer on and start MYOB Premier, if possible. Your Technical Support Representative will want to walk through the problem with you on the phone to see how the problem occurred.

Be prepared to take notes.

Know which version of MYOB Premier you're using. To learn this, choose About MYOB Premier from the Help menu.

Be prepared to discuss the exact sequence of events that occurred prior to your problem.

If any alert messages appeared on your computer screen, write down the exact wording of those messages; they may play an important role in determining the solution to your problem.

Know the exact details about your computer and the other computers on your company's peer-to-peer network. Click here for a list of items that you may need to know to fix your problem, especially if the problem appears to be with your computer or your network. (As a general rule, it makes sense for you to track all these details regardless of whether you're having a problem or not. That way, if a problem does occur, you may be able to track down the source of the problem more quickly.)

To save time on the telephone, answer the following questions yourself before you call Technical Support so you can supply your Support Representative with as much information as possible.

Note: For some problems you may need to employ help from somewhere else

1.	If you're having problems related to a specific computer, does the computer start at all? Does the computer's operating system load properly? Do all devices (CD-ROM drivers, extensions, and so on) load properly?

2.	If you're having problems connecting to the network, restart your computer. Do the network software and drivers load properly? When you try to access the network, are you able to see a list of available network resources (such as shared computers, printers, and so on)?

3.	Are the shared computers you're attempting to access turned on?

4.	Can you connect to the network resources you want? Do you have an account (in other words, a user name and password) for the network resources you're trying to access?

5.	Can you load and run network-based applications? Can you access folders and files on shared computers?


Detailed list of hardware and software items you might want to track for your company

We suggest that you keep a current list of the following items. You might want to consider printing this page and storing it in a safe place that's easy to remember.

List these items for each computer on your network:

Make and model

Names of the vendors of system parts

Type of processor, coprocessor or overdrive processor, and its speed

Read-only memory (ROM) manufacturer and date

Random access memory (RAM) capacity, speed and percent of resources available

Type and size of hard disks - note partitioned disks, if any, and space available

For any external and peripheral devices, list their type, and, if applicable, the slot or port in which they're installed, the interrupts used and the I/O addresses used

Operating system: type, version, options and configuration, Control Panel settings

Memory-resident programs: terminate-and-stay-resident (TSR) programs, device drivers and other disk utilities

Files in Startup folder

Contents of the following files: AUTOEXEC.BAT, CONFIG.SYS, SYSTEM.INI and WIN.INI (Windows only)

List these items for your network hardware and software:

Network interface cards: type, build version, interrupts, I/O addresses, jumpers/switches used

Network cabling: type of cabling, length, how connected

Hubs: manufacturer, number of ports, how cables are connected, which ports are used

Network topology used

Network software: list contents of Network Control Panel (types and versions of installed software)

Memory available before and after network software is loaded


Note: For some problems, you may need to employ help from somewhere else

Keep in mind that many of the problems that occur with computers and networks may go beyond the realm of MYOB Premier support. Although MYOB Premier is a network software product, the scope of the network hardware and software problems that may occur can be extensive. We strongly recommend that you keep detailed documentation about your computers, your network and your software. It may become necessary for you to contact the manufacturer of these items to resolve any problems you may have.

Don't forget: A number of specially trained MYOB Quality Consultants are available to assist you. All Quality Consultants are knowledgeable about MYOB products, and many have specific expertise in computer hardware and network issues. If you feel like there's nowhere else to turn, call a Quality Consultant! To find an MYOB Quality Consultant in your area, visit MYOB's Web site (http://www.myob.com.au).