Multi-user file locking

Working with Your Company File on a Network Overview > Sharing a company file with other users > Protecting your accounting data using file locking > Multi-user file locking

Multi-user file locking is used by MYOB Accounting Plus when more than one person is entering information into the same company file at the same time. It's used to prevent different pieces of data from "colliding" into each other when they're simultaneously entered into your company file; such a situation, if not prevented, could seriously damage the company file.

Let's use an example to understand how multi-user file locking works. Say two people, Person A and Person B, are using the same Accounting Plus company file. Person A has created a sale in the Sales window, but she hasn't clicked the Record button to record the sale into the company file yet. Person B has created a purchase in the Purchases window, but he hasn't clicked the Record button, either. Then, at the exact same time, Person A clicks the Record button in the Sales window and Person B clicks the Record button in the Purchases window.

This is when multi-user file locking comes into effect. Both Person A and Person B want to record their entries into the company file at the same time, but MYOB Accounting Plus will record only one entry at a time -- so only Person A's entry is recorded first. Person B must wait (he is "locked out" of the company file) until Person A's entries are properly recorded in the company file. Because Person B is "locked out," the message File is busy; access denied appears on his computer screen. After Person A's entries are completely recorded in the company file, Person B can then attempt to record his entries again by clicking the Retry button in the File is busy; access denied message.

Another way multi-user file locking works

Another instance of multi-user file locking occurs when you're working with a particular record in the Sales, Purchases, Historical Sales, Historical Purchases, Receive Payments, Pay Bills, Settle Returns & Credits and Settle Returns & Debits windows. In these windows, if you've marked the Automatically Refresh Lists When Information Changes box in the Preferences window and another person changes or removes the same record you're working with, the window you're using will automatically close.

For example, say Person A is viewing a sale in the Sales window. Person A has marked the Automatically Refresh Lists When Information Changes box in the Preferences window. Now, Person B removes the sale record. On Person A's computer screen, the message The Sales window will close because the sale being displayed there has been deleted will appear.

If you haven't marked the Automatically Refresh Lists When Information Changes box in the Preferences window, the window you're using won't close until you attempt to change or remove the record you're viewing.

Multi-user file locking: Q&A

A number of other factors affect how multi-user file locking works on your company's network. This section describes those factors.

Q: How does MYOB Accounting Plus choose which information to record first when multiple users enter information at the same time?

A: When two people make an entry into the same company file at the same time, it's essentially a "race" between the two computers to see who reaches the company file first. The first computer that reaches the company file is the "winner" of the race. A few factors affect these races, such as:

Q: The message File is busy; access denied is displayed on my computer screen. How long do I have to wait before I can record my entry in the company file?

A: When this message appears on your computer screen, it means that another user is currently updating the contents of your company's company file. As soon as the company file is updated, you'll be able to record your own entry; this should take no more than a few seconds. When you're ready to attempt to record your entry again, click the Retry button in the File is busy; access denied message. (If the message appears again, it's possible that other users have attempted to record an entry at the same time; you can click the Retry button every few seconds until the file is "unlocked.")

Q: I just changed a customer's address in the Card Information window. When I was done, I pressed the tab key on my keyboard to move to the next field -- and the File is busy; access denied message appeared. What happened?

A: When you enter information in Accounting Plus, your company file is updated in one of two ways. The method Accounting Plus uses depends upon the window in which you made your entry.

Generally speaking, if the window you're using has a Cancel button on it -- such as the Spend Money window -- any information you enter in the window isn't recorded in your company file until you click the window's Record or OK button.

On the other hand, if the window you're using doesn't have a Cancel button on it -- such as the Card Information window -- any information you enter is recorded into your company file on a field-by-field basis. In other words, as soon as you press the tab or enter key after making an entry in a field, the entry you made will be recorded into your company file. If other people are making entries into the same company file at the same time, it's possible that you might encounter the File is busy; access denied message each time you press tab or enter.

Q: All I want to do is print some reports in MYOB Accounting Plus. Will multi-user file locking affect me in any way?

A: You can choose to activate multi-user file locking when you're printing or displaying reports -- the choice is up to you. See Printing, displaying and customising reports in a multi-user environment to learn more about how multi-user file locking affects Accounting Plus reports.