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Editing Organization Info
You use the following Maintenance ⇒ Organization Info window to edit the general information about your organization. You are always put into this window the first time you use the program, or when you create an additional new empty database and use it for the first time.
The Organization Name should be the official name of your organization. It will be printed at the top of all reports.
The File Name field is only editable when you are initially create a new database for a new organization, and will be initially based on what you enter in the Organization Name field (with any special characters that are illegal in Windows file names removed). Whatever is there, with the ".S4A" extension as shown, will be the file name for your database. It will also form the base part of backup filenames etc.
Enter the Address fields and Phone number of your organization exactly the way you would like them to appear on any reports that will be printed from the program that include those fields. (Currently there are no such reports!)
The Country field identifies your country. When you are first setting up a new database for a new organization, it determines what sample charts of account options will be available in the Startup Accounts window (which is displayed after this one).
Charitable # is your organization's charitable registration number (or business number). For U.S. users you may optionally enter your Tax ID / EIN here. However, the program does not currently use this information in any way.
If your organization's fiscal year is different from the calendar year, you can change the Fiscal Year Start month and day here as well. For instance, if your fiscal year runs from June 1 to May 31, set the start month to June and the start day to 1. This affects fiscal year reporting. Please see Fiscal Years in ACCOUNTS to better understand this.
Press Enter or click the OK button on this window to save your changes. Pressing ESC or clicking the Cancel button reverts back to the unedited version of the Organization Information.
Note on Changing your Organization Name
The software licensing in ACCOUNTS is by Organization Name. So, if you already have a license key for ACCOUNTS, and you change the name of your organization via the Organization Name field in this window (the Organization Name 2 field isn't relevant), you will temporarily no longer be licensed and ACCOUNTS will go back to being an Evaluation version. You will have to request another license key, which the program will prompt you to do. In the email that you send requesting the license key, please explain that this is due to a name change. To make this request immediately, if you did not do it when the program prompted you to do so, use Tools ⇒ Request or Install License Key which will bring up the Evaluation and Licensing window from which you make that request.
As long as you have paid for ACCOUNTS in the last 12 months, there will be no charge for additional license keys due to organization name changes.
Users who are still in their initial evaluation period do not have or need licenses, so this is not an issue.