Forum Discussion

dstartari's avatar
dstartari
5 years ago

Receipt Backup After Company File Closure

Dear Myob Team,

 

As far as I understand, copies of In Tray receipts, invoices etc. that have been linked to bills will not be saved to the Company Back-up when the company file is backed-up locally. Copies of these receipts and invoices are saved on the MYOB server, but can still be viewed once the back-up is restored.

 

Assuming the above is correct, how long will these invoices and receipts be stored on the MYOB server? Is it only while the subscription for that particular company file remains active? For example, we would like to cancel one of our 3 company file subscriptions (since this company is now closed), and were wondering if access to those receipts and invoices would still be available even after the company file subscription is cancelled (i.e. if we ever need to restore the file for an audit etc.)?

 

Thank you

 

Daniel

  • Emily_B's avatar
    Emily_B
    5 years ago

    Hello dstartari 

     

    I just wanted to check and see how you got on with the above. Were you able to resolve your issue, or is there anything further I can assist with? If my response did answer your query, please do click the green 'Accept as Solution' button so that other users can find this information more quickly.

  • Emily_B's avatar
    Emily_B
    Former Staff
    5 years ago

    Hello dstartari 

     

    As long as the company file is online, you'll be able to view In Tray documents. However, if the subscription is cancelled, the file will go into read-only mode and you will have up to 30 days from the date of termination to extract or make a copy of the data from that online company file. This would include any In Tray documents and attachments. After those 30 days have elapsed, access may be rescticted and steps may be taken to remove the company file from the servers. 

     

    That said, before cancelling a subscription and within 30 days of the effective cancellation date, you are still able to download documents from In Tray to keep a separate record of them. If you have documents attached to invoices/bills in AccountRight which are no longer visible in In Tray, it would be a matter of downloading the documents directly from the bill or invoice. I'll link the Help Article Working with In Tray here for your conveience if you would like more information on the In Tray feature.

    • Emily_B's avatar
      Emily_B
      Former Staff
      5 years ago

      Hello dstartari 

       

      I just wanted to check and see how you got on with the above. Were you able to resolve your issue, or is there anything further I can assist with? If my response did answer your query, please do click the green 'Accept as Solution' button so that other users can find this information more quickly.

      • dstartari's avatar
        dstartari
        5 years ago

        Hi Emily,

        Thanks for your reply. Although this was not the answer I was hoping for, this does answer my question - thank you.

        I have now been spending my evenings downloading receipts from the company file, so I have a record in the event they are required for an audit etc. I trust you can appreciate it does not make sense to continue paying for a subscription for a company that is no longer operational, solely for the purposes of keeping an online copy of the receipts. It would be great if MYOB offered a batch download feature so receipts do not need to be downloaded individually.

        Thanks again for your help
        Daniel

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