How to add, remove, disable, reassign users in MYOB Acumatica

Overview

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Before you proceed

Before you proceed to add a new user, you will need to:

know the new user's name and email address;
have a user licence available to assign to the new user; and
have appropriate role(s) configured for the new user.

User access to MYOB Acumatica is determined by the user licence and user role assigned to them. A licence will not be available for reallocation to another user unless the licence has been unallocated or removed from the previous user in all tenants (including test).

Remove a user

If your new user is replacing another user, you must first deallocate the licence assigned to the previous user in each tenant (including test tenants), otherwise the previous user's licence will not be available for you to reallocate to your new user. It is not sufficient to disable the user, you must also remove the licence allocated to that user so that the licence for the licence to be available.

Log in as Administrator
Navigate to the Users screen (SM201010)
Using the magnifying glass in the login box you can search for the specific user you would like to remove, double click on the login name for the user
On the License Types tab, clear the unlabelled checkbox next to the License this user has assigned to them and click save
You’ll notice the License status should now say “Unlicensed” if it doesn’t you’ll need to check through the licenses again to make sure there are none that are still ticked
Click Disable user
This needs to be done for every tenant, on the top right hand of the screen switch to another tenant and repeat the process for this user.

Add a new user

Log in as Administrator
Navigate to the Users screen (SM201010)
In the Login box of the Summary area, type the persons Name
Clear the Generate Password check box. This makes the password now an editable field, type the new password -we recommend something easy like Welcome123
Ensure you complete the users first name, last name and email address
You can tick any of the password options however it is highly recommended that you tick “Force user to Change Password on Next Login”
You can also add additional information in the comments section.
Click Save.
You will now need to assign this user an available license type
Select the unmarked checkbox on the desired license for this user. Please ensure that there is available licenses other wise this will not save correctly
On the Roles tab you will also need to select the specific role you would like the user to have and save.

FAQs / Troubleshooting

Existing user doesn’t have access to all tenants?

If you have set the user us with the exact same license type, roles, username and email in all of the tenants you would like them to have access to and they still can’t see all of the tenants it is more than likely they have a different password. This commonly happens when they user is added to a new tenant at a later date. You must reset the users password in all tenants so they are exactly the same.

Licence over allocation and fixing licence overallocation errors

Overallocated licences will mean that you cannot access any screens within the system, this is likely to happen if you have recently completed a downgrade and you are have not removed the additional user from the system in time or you have removed the old user but not in every tenant. When completing these steps please ensure you are checking every tenant.

How to out your current licence allocations

Log in as Administrator
Navigate to the Licence Maintenance Screen (SM201510) this will show you a list of all licenses, the limit your site has, how many are being used and how many are available. If any of the Licences are in red as shown below this is the license that is causing the problem.
Check who is using the licence that is over allocated
Follow the steps above for removing a user to bring the licenses back to normal

How to run the licence usage report to check who is allocated licences

Log into the MYOB Acumatica as the Administrator
Navigate to the Licence Usage screen (MYSM6000)
Select Run Report from the toolbar

This report will show you a detailed list of what licenses are being used and who is using them.

Locked out

Its ok if your system has locked because you have entered your password incorrectly too many times. You’re account will unlock in about 30mins - This is set up as a company wide system lock out for all sites and MYOB is unable to force

Resetting users password

If your colleague is unable to log in and you’d like to reset their password or if the user cannot access all tenants the have been added to then you can change their password for them.

Navigate to the Users screen (SM201010)
Use the magnifying glass to find the user in question
Tick “Force user to Change Password on Next Login” box
Select the reset password button in the top toolbar
Enter the new password twice and click “OK”