Phoenix Live User Guide

  1. Run Phoenix
  2. Set Up a Phoenix Data Set
  3. Guest Access for Accountants and Advisers
  4. Work Between Your Computer and Phoenix Live
  5. User Management and Security
  6. How To (payroll, email, backup and more)
  7. Frequently Asked Questions
  8. Troubleshooting

1. Run Phoenix

When signed in to Phoenix Live, shortcuts allow you to:

See separate instructions for configuring the connection to Phoenix Live from your Windows PC, Apple Mac or iPad: Phoenix Live Connecting and Sign In

To Run Phoenix

  1. Sign in to Phoenix Live.
  2. Run the Phoenix app using the shortcut provided on the Phoenix Live desktop.
  3. The Select Set of Books window is then displayed. Click the dataset that you wish to use and click Open.
  4. Type the Username and Password for the data selected, if requested. A username and password can optionally be set by the owner of the data.

Select Set of Books - Options

Open with Exclusive Access

A very few Phoenix functions must be run while there is only one user accessing the data at the time. You must take Exclusive Access to use these special functions, and this is done when you select the set of books. Examples of functions requiring exclusive access are Backup, Restore and Rename Set of Books.

To take exclusive access from the Select Set of Books window:

  1. Click to select the set of books you wish to use.

  2. Tick the box labelled Open with Exclusive Access.

    Image- Exclusive

  3. Click Open

This ensures that no other user is already using that data, or can connect to the data, while you have the data open.

Hint: Don't tick Open with Exclusive Access for normal everyday Phoenix use.

The owner of the set of data may choose to prevent some users from taking exclusive access. So any one user may or may not be able to take exclusive access depending on the permissions given to them.

Find/Refresh Client Data (Accountants and Consultants only)

Accounting and consulting firms have an additional Find/Refresh Client Data link in the Select Set of Books window. Click this link to find and display datasets to which your clients have given you access.

Image- Refresh Clients

Documents folder

The Documents folder is used to temporarily store files you need for use with your Phoenix Live data.

It is used to assist Phoenix functions such as:

You can also access files on your local computer while using the Documents folder. Your local files are accessed via the drives or folder automatically shared from your computer to your Phoenix Live session. The shared drives or folder are available to you alone, and only while you are signed in to Phoenix Live.

Copying Files

Using the Documents folder you can copy files between Phoenix Live and the shared drives or folder on your own computer. In Phoenix Live, use the Cut, Copy and Paste menu options from the Organize menu available when you open Documents.

Folder Restrictions

Your company Documents folder is shared between all users within the same company. It is restricted to a maximum of 10 MBytes of storage.

Please note that the following general types of files cannot be saved to your Phoenix Live company folder in Documents:

To Minimise and Maximise the Phoenix Live window - Windows PC

For Windows PC users, you may minimise Phoenix Live to access you local desktop. Then maximise it again to return to Phoenix Live.


2. Set Up a Phoenix Data Set

There are two cases:

  1. You have a set of books that you have previously used in a local copy of Phoenix on your own computer.
  2. You are setting up a new set of books from scratch.

When a company account is created on Phoenix Live, one or more empty databases are created ready for the company data. The empty databases are named with the client company code followed by DB1, DB2 etc. - for example, VALSP-DB1. You can rename these once the data has been created or restored.

When you select an empty database, the Select Option for New Folder window is displayed. Here you may choose to either set up new data or restore a set of books from a Phoenix data backup.

Image- New Folder

To load an existing Phoenix set of books:

  1. Use your local copy of Phoenix to create a backup of the data. Save the Phoenix backup file to your local computer.
  2. The data may then be uploaded to Phoenix Live by restoring the backup file. Please see:

3. Guest Access for Your Accountant and Advisers

What Is Guest Access?

Phoenix users can optionally allow guest access to their data on Phoenix Live. Guest access can be used to enable your accountant and/or consultants (advisers) to open and view your Phoenix data. The adviser must also have their own Phoenix Live account to use this feature.

Advisers who have guest access to a dataset are still subject to any user management and security applied to that data. So advisers may be given a separate user name and password to open the data.

Accountants and Consultants - Please Note

If you are an accountant or consultant with clients using Phoenix Live, please supply your Phoenix Live Company Code to your clients. Your client will need to enter this Company Code in the Phoenix data to which you need access. See below for the instructions they will follow to enter your Company Code.

The company code is the first five characters of the username used to sign in to Phoenix. For example, the company code for a username of ABCMO-1 is: ABCMO

To Give Access to a Dataset

User Management and Security is used to allow guest access to the data currently open:

  1. From the Suite screen, click the Data menu, then click User Management & Security;

  2. Click Guests on the toolbar;

  3. Click the New button;

    Image- Guest

  4. Type your adviser’s Phoenix Live Company Code. For example: abcmo

  5. Click the Save button.

    Image- Save Guest

Using Phoenix User Management & Security, you can optionally create a separate user for your adviser to use when they select your Phoenix dataset. The user you create must be allocated to a role with appropriate permissions, and a password must be set. Discuss this with your adviser to agree on a user name and password.

To Remove a Guest Access

  1. Select the adviser’s Company Code;
  2. Click the Delete button;
  3. Click the Save button.

When your Adviser does not have a Phoenix Live Account

If your adviser does not have a Phoenix Live account, then you would need to give them your Phoenix Live user name and password.


4. Work between Your Computer and Phoenix Live

Access Local Drives and Folders from Phoenix Live

Drives or a folder on your local computer are automatically made accessible to Phoenix Live.

You can access your local files:

  1. From within the Phoenix application. Examples are: Data Backup, Restore, Livestock animal import, Financial transaction document attachment, and similar features of Phoenix.
  2. Via the Documents folder on your Phoenix Live desktop.

Where applicable, the Phoenix application can both load files from, and export files to, your local computer.

From a Windows PC, access is automatically provided to:

From an Apple Mac, access is provided to:

Copy Files to/from Phoenix Live

There may be times when you might want to copy files between your computer and Phoenix Live, instead of accessing them directly from within the Phoenix application. The Documents folder provided on the Phoenix Live desktop can be used for this purpose. With a shared local drive or folder from your computer, you can copy and paste between the local drive and the Phoenix Live H: drive without leaving the Documents window in Phoenix Live.

Examples of use include:

To copy files:

  1. Open the Documents folder. You will see:

    • H: drive labelled with your Phoenix Live Company Code (VALSP for example):

      Image- Folder Select

    • Any drives or folder shared from your local computer:

      Image- Local Drive

  2. Use the Organize menu to first Copy and then Paste files between your local computer drive/folder and your Phoenix Live company H: drive.


5. User Management and Security

User Management and Security is optional. It may be applied to any Phoenix dataset.

How to Select User Management and Security

User Management and Security is managed from the Suite screen:

  1. Click the Data Menu;

  2. Click User Management and Security

    Image- UMS Select

Securing a Dataset

To enable User Management and Security, you must first secure the data:

  1. Run Phoenix and open the data you wish to secure.

  2. At the Phoenix Suite Screen, click Data on the menu bar, and select User Management and Security.

  3. Click the Security button in the toolbar.

  4. Select the Standard Database Security Level:

    Image- UMS Select

  5. Choose and type between seven and twenty or more characters to use as the Encryption Key for the data.

    • You need to supply this key once only and Phoenix manages the system from then on.
    • This encryption key protects your Phoenix data from malicious access by persons attempting to bypass the Phoenix security.
    • The key you choose should be something that a malicious hacker would not be able to guess.
    • You will not need this key again.
  6. Click Save to secure the data.

  7. click the Exit button.

On completion:

What is User Management and Security?

Users and their Roles

Each person who requires access to a Phoenix dataset may be given their own user name and password. Each Phoenix dataset has its own set of user names and passwords. Each user is assigned a Role. The Role sets the user’s permissions (what the user is allowed to do) in the given set of Phoenix data. Phoenix provides four standard roles as follows:

You may edit these roles to change the permissions, or you may add additional roles to suit your own requirements.

The admin User

  1. Every Phoenix dataset with User Management and Security has an admin user.
  2. The default password for the admin user is: admin
  3. The admin user is the master administrator user with full rights to the data. You cannot delete this user, change the name, or change its role.
  4. You can set the password for the admin user.

Notes

  1. You should change the password of the admin user, to prevent other users gaining unrestricted access to the dataset.
  2. For each of your Phoenix datasets, you should add one other user with an Administrator role. You then have the master administrator called admin, plus a second administrator user. This reduces the likelihood of the administrator password being forgotten leaving no one with administrator permissions.

Adding and Managing Users

Click the Users button to view the Users for the dataset.

You add or remove users by clicking the function bar buttons: New, Delete, Save and Revert. To add a new user:

  1. Click the New button;

  2. Type the name for the user in the Username box;

  3. Click the down arrow to the right of the Role box, and choose the Role for this user;

  4. Click the Set Password button to assign this user a password;

    Note: Phoenix requires a password to be a minimum of 7 characters long. Passwords are case sensitive and allow alphabet, numeric digit, and punctuation characters.

  5. Tick Force Password Change at Next Login to force the user to enter their own password when they first open the data. This requires your users to take control of their own password, thus reinforcing the importance of maintaining the security of the system.

    Image- Save User

  6. Tick the Save button.

    Important: The new user details you entered will not be retained unless you click the Save button.

What if a User Forgets Their Password?

The admin user can assign a new password to any other user. The Set Password button is used for this purpose. Select the user and click Set Password. Once you have typed the new password, be sure to click Save to save your changes.

How Can I Temporarily Stop a User from Opening the Data?

The Enabled option is used for this purpose. Removing the Enabled tick stops that user logging on, without deleting them from the system. The change will apply the next time the user attempts to open the data. Select the user, un-tick Enabled, and click the Save button.

Creating and Managing User Roles

Click the Roles button to view the roles available.

Please note the function bar buttons New, Delete, Rename, Save and Revert which you use when adding, modifying, renaming or removing roles.

To Modify Permissions for an Existing Role

You may change the permissions assigned to any existing role, by first selecting the Role to be modified...

Assign Permissions

When modifying the permissions assigned to a role, select the permissions as follows:

  1. First select the Phoenix module: General, Financial, Budgets or Production;

  2. Select a permission set within that module. For example, the permission sets for the Financial module are: General, Setup, Financial, Transaction Entry and Reports;

  3. Tick or un-tick the permissions for the chosen permission set. In some cases there are options available for the extent or scope of permission available. In some cases, there are groups or types of permissions available;

    Image- UMS Roles

  4. Work through each module and its permissions sets, ticking permissions as appropriate for users that will be allocated this role;

  5. Click the Save button when complete.

You can modify the permissions for Administrator users. However, the permissions you set do not affect the admin master administrator. Administrator permissions you set only affect the users you create and assign this role.

Default Permissions

Where permission is to be set for individual budgets, reports, mapping projects and the like, there is a default permission to be set. In these cases the individual permissions can be set to three states:

As new users or system features are created, they automatically receive the Default Permissions.

Add a New Role

Click the New button to add a new role. When adding a role, you enter an appropriate descriptive name for the role. You may also enter a detailed description.

Disable a Role

A role can be disabled to temporarily remove it from use while not actually deleting it from the system. A user cannot open the data if they are allocated a role that is not enabled.

To disable a role: remove the tick from Enabled, then click the Save button.

Any user logged into the system when changes are made to their role will not be affected until next time they log in.


6. How To

How to Import Payroll in Phoenix Live

This step-by-step guide describes how to import an e-PayDay export file generated on your local computer up to the Phoenix Live system in order to import the payroll information into your financial data.

Move the e-PayDay export file to Phoenix Live

  1. Process your payroll as you normally do on your local computer.
  2. Once the payroll has been finalised, open File Explorer on your local computer.
  3. Browse to the c:\e-PayDay\Data folder. Locate a file called Paydayex.txt.

    You may not see the .txt at the end of the file name, depending on how your computer is configured.

  4. Right-click the Paydayex.txt file and click Cut.
  5. Sign in to Phoenix Live.
  6. Locate the folder location to paste the Paydayex.txt file:
    • First time: Open your Documents folder from your Phoenix Live Desktop and browse to Phoenix Documents, and Your Data Folder. Create a new folder by clicking Organize in the top left hand corner & select New Folder. This folder can then be renamed to Payroll & then press Enter on your keyboard. Open this folder by double clicking on it.
    • Subsequent times: Open your Documents folder from your Phoenix Live Desktop and browse to Phoenix Documents, Your Data Folder, Payroll.
  7. Click Organize in the top left hand corner of the window & select Paste.

Important

Delete the Paydayex.txt file from your local computer once you have copied it to Phoenix Live & successfully imported it into your Phoenix data.

Set the Import Directory in Phoenix

  1. Sign in to Phoenix Live.
  2. Open Phoenix and open the dataset for import of the payroll file.
  3. In Financial, click Setup in the menu bar, the click Payroll Setup.
  4. Click the yellow folder button on the right of the Payroll Path entry.
  5. Browse to H:\Phoenix Documents\Your Data Folder\Payroll.

    This location will be retained once set. Phoenix will then find the next e-PayDay export file copied to this location.

  6. Import the Payroll information. In the menu bar, click Tasks, then Import Payroll & follow the step by step wizard.

How to Configure Emailing from Phoenix

This guide describes how to configure emailing from Phoenix Live.

To configuring Phoenix email:

  1. Open the Phoenix program and open your set of book;
  2. Click the Options button on the main toolbar of the Phoenix Suite window;
  3. Click the Send Emails tab in the Options window;
  4. Select the option that suits your needs.

Phoenix Live Email

This option allows you to send emails from Phoenix using the inbuilt Phoenix Live email client. You can nominate your own email address for replies to be sent to. However emails will be shown as coming “via Phoenix Live [phnx.live@gmail.com]”. For example, IM & UR Best via Phoenix Live [phnx.live@gmail.com].

  1. Tick the Phoenix Live email box;
  2. Your Company and Email Address show the company name and email address set in Company Information for the set of books;
  3. Edit the name and email address if required. Replies in response to emails sent from Phoenix will be received by the email address you specify;
  4. Click the Test Email ... button to check the settings;
  5. Click OK to save the details entered.

Caution

Using this option, any emails that fail to get delivered will NOT generate a delivery failure notice.

Gmail

Choose this option if you have your own Gmail account. Any email that you then send from Phoenix will be seen to come from your Gmail account, and any delivery failure notices will be sent back to your Gmail account.

  1. Tick the Gmail box;
  2. Your Company and Email Address show the company name and email address set in Company Information for the set of books;
  3. Edit the name and email address as required. Enter you own Gmail address in the Email Address box, eg: joebloggs@gmail.com
  4. Enter your Gmail password in the Password box;
  5. Click the Test Email ... button to check the configuration;
  6. Click OK to save the details entered.

Bigpond

Choose this option if you have your own Telstra Bigpond email account. Any email that you send from Phoenix will be seen to come from your Bigpond account and any delivery failure notices will be sent back to your Bigpond account.

  1. Tick the Bigpond box;
  2. Your Company and Email Address show the company name and email address set in Company Information for the set of books;
  3. Edit the name and email address as required. Enter your Bigpond address in the Email Address box, eg: joebloggs@bigpond.com
  4. Enter you Bigpond password in the Password box;
  5. Press the Test Email ... button to check that the configuration;
  6. Click OK to save the details entered.

Other Email

Choose this option if you use a different email provider and you know the details required to setup the email account. Any email that you send from Phoenix will be seen to come from the account that you nominate, and any delivery failure notices will be sent back to the same account.

  1. Tick the Other email box;
  2. Your Company and Email Address show the company name and email address set in Company Information for the set of books;
  3. Edit the name and email address as required. Enter your address in the Email Address box, eg: joebloggs@myisp.com.au
  4. Enter you email password in the Password box;
  5. Click the More Settings ... button;
  6. Check the Outgoing mail server (SMTP), the Port Number and the Connection security settings. All of these details will be available from your Internet Service Provider. Once you have confirmed the correct details, click OK.;
  7. Press the Test Email ... button to check the configuration;
  8. Click OK to save the details entered.

Sent Items Log

The Sent Items Log records all emails sent from Phoenix:

  1. From the Phoenix Suite window menu bar, click Data and click View Logs, Sent Items Log.
  2. The Sent Items windows is the shown.

This Sent Items log can also be viewed from the Send Email window, while you are creating and sending an email.

Troubleshooting

If your emails are not being delivered you should check the details in the More Settings ... . Check the Outgoing mail server (SMTP), the Port Number and the Connection security settings. All of these details will be available from your Internet Service Provider.

Backup and Restore Explained

Backup and Restore are optional features available with Phoenix Live. Phoenix Live already ensures your data is regularly backed up, but you may make your own backup copy at any time.

Image- Backup or Restore

Backup

The Backup process takes a copy of your data, compresses it into a single file, and downloads the single backup file to your local computer. The backup file contains all the data for the selected set of books at the point in time that the backup is made.

The backup file is recognised by both Phoenix Live and by the stand-alone Phoenix desktop application.

A backup may be used to:

Backup is Optional

You may take backup copies of your data at any time. Note however that Phoenix Live is regularly copying (backing up) your data for safe keeping for you. So you do not necessarily need to maintain your own regular backup copies.

Restore

The Restore process allows you select a Phoenix backup file saved to your local computer, and restore (copy) the data it contains to Phoenix Live.

Exclusive Access is Required

Whether backing up or restoring, it is essential that no other user can access the selected set of books during the process. To backup or restore therefore, you must open the data with Exclusive Access.

From the Select Set of Books window:

  1. Select the set of books you wish to open;
  2. Tick Open with Exclusive Access;
  3. Click the Open button.

Image- Exclusive Access

Backup a Set of Books

To backup a set of books:

  1. From the Select Set of Books window, select the set of books, tick Open with Exclusive Access, and click the Open button.

  2. Select Backup from any of the following:

    • The Backup/Restore option under the Data menu of the Phoenix Mutli-user Suite window;
    • The Backup option under the Data menu of the Financial, Livestock, Grazing, Cropping or Weather module, or under the File menu of the Mapping module.
  3. From the Phoenix Live Backup window, select the folder on your local computer where the backup is to be saved. The folder will be listed under the Image- tsclient icon 'tsclient' icon;

    Image- Backup to Local

    See Access Local Folders from Phoenix Live if no folders are shown under the tsclient icon.

  4. You may optionally include mapping images in the backup by ticking the Include Mapping Images box.

  5. Click the Start Backup button. Phoenix then shows the progress through the backup process. Image- Backup Progress

Restore a Set of Books

When restoring from a Phoenix backup, you may either:

That is, from the Select Set of Books window, you may either select an empty set of books, or an existing set of books that is no longer needed (it will be replaced).

Restore to an Empty set of books

To restore to an empty set of books:

  1. From the Select Set of Books window, select the empty set of books and click the Create or Restore button;

  2. From the Select Option for New Folder window, select Restore from Backup and click OK.

    Image- Restore

  3. From the Start Restore window, select the Phoenix backup file from your local computer. The folder/s on your local computer will be listed under the Image- TSClient Icon 'tsclient' icon;

    Image- Start Restore

    See Access Local Folders from Phoenix Live if no folders are shown under the tsclient icon.

  4. Click the Start Restore button. Phoenix then shows the progress through the restore process. Image- Restore Progress

Restore over an existing set of books

  1. From the Select Set of Books window, select the set of books, tick Exclusive Access, and click the Open button.

  2. Select Restore from any of the following:

    • The Backup/Restore option under the Data menu of the Phoenix Mutli-user Suite window;
    • The Restore option under the Data menu of the Financial, Livestock, Grazing, Cropping or Weather module, or under the File menu of the Mapping module.
  3. Pay careful attention to the Data will be overwritten message. If you wish to proceed, click Restore & overwrite data;

    Image- Data Overwrite

    See Access Local Folders from Phoenix Live if no folders are shown under the tsclient icon.

  4. From the Start Restore window, select the Phoenix backup file from your local computer. The folder/s on your local computer will be listed under the Image- TSClient Icon 'tsclient' icon;

  5. Click the Start Restore button. Phoenix then shows the progress through the restore process.


7. Frequently Asked Questions

What is the Password Security for Phoenix Live?

There are two levels of security:

  1. User name and password to sign in to Phoenix Live:
    • Gives access to Phoenix Live where Phoenix can be run and a set of books selected and opened.
  2. Optionally, a separate user name and password to open a specific Phoenix dataset.
    • Once logged onto Phoenix Live, one or more Phoenix datasets may be available. Each dataset can be individually secured with a separate user name and password if desired.
    • In this way, a user may be given access to one set of books, but not another.

Can I Change My Phoenix Live Password?

After setting your password the first time, you may then change your password at any time.

  1. Sign in to Phoenix Live using your user name and existing password;

  2. Click the Start button, and then select Windows Security;

  3. Click Change a password;

  4. Enter the:

    • Old password
    • New password
    • Confirm password
  5. Click the Submit arrow button, I.E. the arrow button at the end of Confirm password.

    Alt Text

What If I Forget My Password?

Please contact AGDATA and request a new temporary password. AGDATA can reset your password, allowing you to re-enter a password of your own.

How do I change the Phoenix Live display size for a Windows Computer?

  1. Right-click the Phoenix Live shortcut on the desktop of your Windows PC, and choose the Edit menu option to display the Remote Desktop Connection window;

    Image- Edit Menu

  2. Click the Display tab;

  3. Adjust the Display configuration slider between Small and Large to choose the desired size. Or move the slider all the way to Large to choose 'Full Screen'.

    Image- Display Config

  4. Finally, click the General tab, and then click the Save button to save your new setting.


8. Troubleshooting

Everything on Screen Is Too Small

The Problem

When you sign in, all the text on screen is too small. The text is much smaller than on your local computer.

Solution

The possible solutions are:

  1. Start Phoenix Live full screen. On a Windows PC, the Microsoft scaling function requires Phoenix Live to be started full screen.
  2. Your Windows PC must be running either Window 8.1 or Windows 10.
  3. Your Mac is not using the latest Microsoft Remote Desktop app to run Phoenix Live.

Cannot Reset the Phoenix Live Password

The Problem

The following error is displayed when you attempt to change your password:

“Unable to update the password. The value provided for the new password does not meet the length, complexity, or history requirements of the domain”.

This error occurs when the new password doesn’t meet the complexity requirements. The complexity requirements are an important security measure to help prevent malicious individuals gaining access to your Phoenix Live account.

Cause 1

The password fails to meet one of the following criteria:

Valid Password Example

my2dogs=fun

Invalid Password Example

my2dogsfun

Cause 2

The password includes part of your account name. This is part of the complexity requirement:

Referenced Account has been Locked Out

The Problem

The following error is displayed when a user attempts to log in to Phoenix Live:

“Referenced account has been locked out and may not be logged on to”.

Cause

This error is caused by a user trying to log in with an incorrect password too many times.

A user is given 7 attempts to log in with the correct password. After the 7th attempt, the account is locked for 30 minutes. You are then not able to log in during this time, even with the correct password. You will be able to try again after 30 minutes.

The reason for the 7 attempts limit is to help discourage brute force efforts to crack a user’s password.