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Navigation: INSTALLATION INSTRUCTIONS >
If you have already finished the initial setup of ACCOUNTS and gotten to the main window, please skip down to the section on Passwords towards the end of this Help page.
Initial Startup Window
The first time you start ACCOUNTS after you install it, the program will show you the following window:
You can also get to this window via the File ⇒ New Database menu option.
The window should be mostly self-explanatory, if you read the options in it carefully. New users, whose organization has not used ACCOUNTS before, should stick with the first option (the default) and just click OK. (You also use that first option to create an additional database for another organization.)
Users who have a backup database from a previous installation, either because they have to re-install after getting a new computer or having their computer rebuilt, or because they are transferring the program from another user in their organization, should pick the second or third radio button option (depending on what type of backup they plan to restore) and click OK. Users who already have databases and somehow get to this window by mistake can select the fourth option, to prompt to open an existing database.
If you selected the 2nd option, to restore a backup database, please see Restoring Backups for more details about the restore process. The startup windows described in the section below will not be shown.
Note: If you do select this 2nd option, check the filename of the backup that you have received, or that was emailed to you. It should be something like OrganizationName-YYYY-MM-DD.HH.MM.SS.S4ABackup or OrganizationName-YYYY-MM-DD.S4ABackup, where OrganizationName is the File Name from the Maintenance ⇒ Organization Info window in the program (details below), YYYY-MM-DD represents the date the backup was made, and HH.MM.SS is the time. (If it is an email backup, it will be named something like OrganizationName-YYYY-MM-DD.HH.MM.SS.S4AEncryptedBackup or OrganizationName-YYYY-MM-DD.S4AEncryptedBackup.)
If you selected the 3rd option, to restore an Internet backup, please see Restoring Internet Backups for more details.
The fourth option allows you to re-open an existing database that has been used in the program before.
Further Startup Windows
In the more usual case where you selected the first option in the initial startup window, for new users, the program will prompt you with several additional startup windows before you can start entering transactions.
In this window, you enter your organization's basic information (name, address, fiscal year start if different from the calendar year etc.). You can also come back later and change this basic organization information with the Maintenance ⇒ Organization Info window.
Startup Accounts Window
This window prompts you with a number of options about how your chart of accounts should be initialized.
Once you are finished with that, you go on to the following window, where you can make further detailed edits to your chart of accounts.
Edit Chart of Accounts Window
This window lets you add additional accounts to your Chart of Accounts, and/or edit the ones that are there already. (It uses the Maintenance ⇒ Chart of Accounts window.) Depending on your choices in the previous window, either an entire chart of accounts may already be present, or at least an account for your General Fund will already be there.
Licensing and Evaluation Window
If you do not yet have a license key for your organization for ACCOUNTS, or have not yet installed it on this computer, the next thing you see will be the Licensing and Evaluation window. Please read the Help on that window for details. During your initial evaluation of ACCOUNTS, you can just click Continue on that window to go on to the main window.
Register the Program Window
If you have not yet registered the program, or informed the program that you have already done so online or on another computer, you will also be prompted about registering ACCOUNTS, with the following window:
You may already have registered using the form on the REGISTER page on the web site, in which case you can click the second button in the window above. If you click the first button, another window will now come up prompting you to register.
You can optionally set up a password for entry to your program by using Maintenance ⇒ Change Password ⇒ Program Entry Password. (If you started by restoring a backup, any password that had been previously set up will already be present.)
The first time you use this menu option, you need to leave the Current Password field empty, since there is no Current Password. If you have set up a Program Entry Password, you have to enter it on the password window every time the program starts up. It will be displayed as dots as you type it in. If you want to see it as you type it in, you can check the "Make passwords visible rather than dots" checkbox. If you do specify a password, don't forget it! If you do forget it, contact us and we will assist you.
You can also set up a password for users who can view data and reports, but not enter any transactions or change any other data. You set that up with Maintenance ⇒ Change Password ⇒ Read Only Password. When the program is entered with that password, all menu options, buttons etc. that are allow changing data in the program are either removed or disabled.
If you lose or forget a password, please contact us for assistance.
If you set up multiple databases for multiple organizations, any passwords that you set up are specific to each database.
Other Initial Setup
One thing you must do is set up your chart of accounts with Maintenance ⇒ Chart of Accounts.
Unless this is a complete startup organization, with no financial history, you will want to enter your Opening Balances in all accounts that have balances as at the date before you are going to start entering transactions into ACCOUNTS, with Actions ⇒ Opening Balances.
Another setup step you may wish to do before you start using ACCOUNTS includes selecting your organization's desired naming for various classes of accounts, and various reports, with the Maintenance ⇒ Entity Names window.
See also: the Regular Operating Procedures page for an introduction to your daily activities.