I am looking to close one of our online accountright myob files. But if I back it up I lose all my documents that have been attached to purchases via the intray and are required for an audit/inland revenue requirement for 7 years. So how can I ensure these stay with my file without have to pay another 7 years of subscription when the company is actually closed down?
Hey Paulas,
You’re right to be thinking ahead about audits and IRD. Before you close your files, you can download the In Tray documents from AccountRight to your own storage, then set up folders by year or by supplier. This way, everything’s easy to find if Inland Revenue ever asks for backup over that 7‑year period. You can check out this link on how to save an attachment.
Cheers,
Doreen
that is not really a solution we have like 7,000 worth of documents and this should have been made clear from the start of when the intray feature became available!? Surely MYOB should be able to provide access to our cloud file if required for audit/ird purposes if required at anytime regardless of when we stopped our online subscription.
You cant do this in bulk - you have to do it one by one. Doreen's solution is not a solution at all and myob should have made this clear at the outset when introducing the in tray feature - that you lose all attachments when backing up the file. This is not acceptable and I think myob need to provide a better solution and at least hold our files in the cloud for seven years once a file has been closed and no longer is online - in case we need access for an ird audit or something similar. I know other companies do this.
Hi jenniek,
Great question, and you’re right to ask it.
In AccountRight, there isn’t currently a way for users to bulk‑download every attachment that’s already been linked to bills or spend money transactions. Those can only be saved one by one by opening the transaction and saving the attachment from there.
Where Doreen’s suggestion helps is before the documents are linked, while they’re still sitting in the Purchases In Tray, you can open each one and save a copy to your own folders for audit purposes. Once they’re attached, they drop out of the In Tray, and there’s no “download everything” button in the software at this stage.
If someone does need a full set of In Tray documents for something like an audit, and manually saving them isn’t practical, our support team can sometimes help with extra options in the background, case‑by‑case, so it’s worth reaching out to us directly in that situation.
Regards,
Genreve
so I am looking at closing one of my online files - can I up to seven years later ask to get online access to this file if the ird request access please for audit purposes?
Hi Paulas,
I can see why you are concerned about cancelling one of your files. Having access to your file for seven years after cancellation isn’t possible. Even if it stays in read‑only after cancellation, it only remains on our servers for around 60–90 days. If you’re planning to cancel an online AccountRight file, it’s important to sort out both your backup and your In Tray documents before the subscription ends.
Before cancelling, take a full AccountRight backup (.myox) and keep it in your own storage so you can still open the file later in read‑only for IRD checks.
At the same time, contact our support team and request a bulk export of your In Tray / attached documents. While the file is still within MYOB’s data‑retention period after cancellation, they can usually provide a zip file of those attachments via a secure download link.
That way, you’ll have both the data file and the source documents available if they’re needed in the future.
Regards,
Genreve
