Some users may wish to install ACCOUNTS on two or more computers (for instance, one at work and one at home) and have access to the same database from those computers. This could be for themselves, or for different people. The Web Network Version is one way to do that.
There are also several other options for multiple users accessing ACCOUNTS, detailed on the Multiple User Options page, including using the Local Network Versions of ACCOUNTS, or using a remote-access solution. This page is only about the Web Network Version. The Multiple User Options page gives pros and cons for each option.
With this version, the program will still be installed on your Windows computers, but your database will be stored on our Internet server ("in the cloud"). The program will securely access that database directly over the Internet. Each user of this version for a given database will have their own login (an email address) and password required to access the database.
With this version, like the Local Network Version, there is only one copy of the database file, so there are no real dangers of users making independent changes to independent copies of it, that cannot then be merged. The database is accessible from any computer on which you have installed the Web Network Version.
Of course, because you are accessing your data over the Internet, depending on the speed of your Internet connection, this version will generally be noticeably slower than running other versions that have the database on your own computer, or even on a local network with the regular Local Network Versions.
You should only choose this version if you have reliable high-speed Internet.
You can pay for the Web Network Version of ACCOUNTS either at the regular Standalone version rate, in which case only one user will be able to use a given Web Network Version database at a time, or at the Local Network Version rate, in which case you can have multiple simultaneous users.
Because this is a service (hosting your database on our server), there are some significant pricing differences from all other versions:
•Annual renewals are required to keep using it after the first year. If you do not pay your renewal when your current annual support expires, you will lose access to your database until you pay again, after a 30-day grace period.
•If you have multiple databases for multiple organizations, you will have to register independently (with different email addresses) and pay independently for each one, unlike existing versions where you can add additional databases for free.
We will take care of your backups for you with this version, so you don't have to worry about them. Because of this, most of the Backup/Restore menu options are not present in this version.
See Web Network Version Backups for full details.
Unlike all other versions of ACCOUNTS, there is no need for license keys after each payment. The program will communicate with the server each time you run it, to determine its licensing status.
Login and Startup
As mentioned above, each user of a Web Network Version database will have their own login. Please see Web Network Version Login and Startup for how your program and its database are initially set up.
That section also explains potential problems connection to the server, particularly about firewalls.
Conversion from Previous Versions of ACCOUNTS
If you install the Web Network Version on top of an existing Standalone or Local Network Server version of ACCOUNTS, the first thing that will happen is that it will ask you to re-register. This is a required special registration step, to inform us that you want to use the Web Network Version. The email address you use in the registration will become your login user name. You will not be able to use the program until we receive your registration, manually create your database, and email back to you to inform you of your initial password. (You can continue to use that password, or change it later.)
Once you can log in with that email address and password, you will be prompted to convert the data from your existing local ACCOUNTS database to the new web database. This conversion is also referred to as an "upload".
Note: The one version you cannot do the initial conversion from is the Local Network Client version of ACCOUNTS, if you had that on your computer as part of a Local Network Version installation. If you do have that version on your computer, install the Web Network Version on the computer running the Local Network Server version first, and do the uploading of your data there. Then you can install the Web Network Version on top of your Local Network Client version, and log in to the same database.
For users of the Standalone version, who were already sharing the database between multiple computers in other ways - most likely using Transfer your Data between Computers, just make sure you do the initial install of the Web Network Version, and conversion, on a computer that has the latest version of your database on it. You can then assign logins to the other users as explained in Web Network Version User Management, then they can install the Web Network Version and login to your shared web database.
If one user is using the Web Network Version, all users have to, or you will not be accessing the same copy of the database!
See Web Network Version Login and Initial Setup for further details.
Managing Users and Logins
Each user of the Web Network Version should have their own login email address and password. See Web Network Version User Management for details on setting that up and managing it.
Please see the Web Network Version Security page.
Users with Multiple Databases
Because of the pricing discussed above - the requirement to register independently and pay independently for each web database - we do not believe that many users who currently have multiple databases in ACCOUNTS will choose to upgrade to the Web Network Version. (For all other versions, additional databases are free of charge, unless you exceed 5 databases.)
One situation in which there would still be no additional charge for this with the Web Network Version is if the multiple databases were already registered separately and being paid for separately, but one or more users use more than one of those databases. That might be a fill-in volunteer or staff person who also works with another organization, or perhaps your accountant.
If you do choose to pay for multiple web databases yourself, the initial setup for that with the Web Network Version is a bit different. These instructions assume that you already had both databases in a previous non-Web Network version of ACCOUNTS, on the same computer. (Contact us for instructions if that is not your situation.)
First, use the File -> Open Database menu option to switch the current local database - which doesn't do anything to your current web database. Next, exit the program, restart it, and use the Register button on the Login window to register a 2nd email address, with the details for that other database that you just switched to locally.
As with your initial setup for your first database, you will then have to wait for Software4Nonprofits to create a 2nd web database associated with that 2nd email address, and email you your login information using that email address. Once you have that, start ACCOUNTS again, and login with the new email address and password we sent you, and follow the prompts to upload the data from that other local database to the new web database. (While you are waiting for that, of course you can still login to your original database with your original login email address!)
Once that upload is done, you can log in to whichever of the databases you want to by using the appropriate email address for your login, when you start ACCOUNTS.
If you need to do this and you don't currently have a 2nd email address, please try to obtain one yourself, whether it is on the domain of the organization you are doing this for (if they have their own email domain), or as a free address from one of the standard free email services, such as Gmail, Hotmail, Yahoo, etc. You can then set up that email address to always forward all emails to your main email address, if you wish, so that all emails sent to either address come into the same Inbox.
One trick users who have existing Gmail accounts can do to obtain a 2nd address, without having to actually create an additional email address with Gmail, is to just use a variation of their current address, by adding a plus sign (+) and anything else, just before the @ sign. So for instance if your email address is email@example.com, any variation such as firstname.lastname@example.org or johnsmith+otherChurchName@gmail.com will seem different to us, but emails sent to that variation will automatically go into the same Inbox as the ones sent to email@example.com! (Gmail just considers them to be the same address.)
The other case is the one described in the 2nd paragraph of this section, where there are users who have access to two or more existing web databases that are already paid for independently. Those users do NOT have to register a 2nd email address with us - they can just be granted access by the Administrators of those ACCOUNTS web databases, using the same email address for each one.
Simultaneous Users and Limitations
Depending on the price you pay for the Web Network Version, you may be allowed on one simultaneous user of it for the same ACCOUNTS database, or up to 5 simultaneous users. (That is based on whether you paid at the Standalone version price, or the Local Network version price, respectively.)
If you have only paid at the Standalone version price and thus can have only one simultaneous user, if another user tried to login to the same database, they will not be allowed to do so. The rest of this section is relevant to the case when up to 5 simultaneous users are allowed.
While you can have simultaneous users running ACCOUNTS, there are some actions in the program that can only be run when you are the only user running ACCOUNTS, because we have judged that there is too much danger of conflicting or inconsistent data being put into the database if more than one person tries to do the same actions at the same time. In these cases, you will receive a message from the program informing you of why you cannot do that action at that time. To resolve the problem, ask other simultaneous users of the same ACCOUNTS database to exit the program, and then try the action again.
In some other cases, two or more users can do the same thing at the same time (for example entering transactions in a register window), but in unusual circumstances, you may get an error message. For instance, suppose two users are simultaneously making an address change for the exact same vendor. The first one that clicks Save will have their changes saved, but the second one will probably get a slightly technical-looking error message saying "Row changed between retrieve and update", and will not be able to save their changes. They will have to click Cancel to abandon their changes. (Please report such instances to technical support, however, with as many details as possible, so we can try to figure out whether there is a way for the program to prevent that particular occurrence in the future.)
Although the ACCOUNTS program almost never crashes, if it does, or if a user running ACCOUNTS restarts or turns off their computer without exiting ACCOUNTS first or there is a power failure, a minor problem can occur. Any user on another computer that tries to run ACCOUNTS may get a message that the maximum number of simultaneous users has been exceeded, when it in fact hasn't. (That includes if only one simultaneous user is allowed!) That's because the copy of ACCOUNTS that crashed, or wasn't exited properly when its computer was restarted, didn't have a chance to notify the database server that it had exited, and thus the server thinks it is still using up one of your simultaneous users. Fortunately, this problem is easily resolved - wait two minutes and try again, and it will be OK, because indications in the server that any given simultaneous user is using ACCOUNTS are automatically cleared after two minutes.
WARNING: The Program will Exit after Two Hours of Inactivity
Because you are using up server resources, you should exit ACCOUNTS when you are not using it. This is also relevant if your license only allows one simultaneous user, because nobody else can use it while you are doing so. If you are using the Web Network Version and you leave ACCOUNTS running for two hours without doing anything in it, it will automatically disconnect from the server and exit the program, so that others can use it and you are no longer using up server resources. The program will of course tell you it has done that.
Please note that this automatic exiting after two hours of inactivity will also abandon any unsaved changes to transactions on various windows, including the Register and the various special-purpose data entry windows. So you should never leave the program alone for that long when you are in the middle of unsaved data entry!
Switching Back from the Web Network Version to another Version
It is also possible to switch back from the Web Network Version to any one of the other versions (Standalone or Local Network Server). To do so, first just use the Web Network Version's Upload/Download ⇒ Download Web Database to Local menu option to copy all of your data down from your web database to a local database on your computer. Then re-install the desired other version from the DOWNLOAD page on the website, www.software4nonprofits.com/accounts/download.htm, on top of your Web Network Version. It should then come up with all of your data there. You may need to request an updated license key, since all of the other versions need license keys.
If what you switched back to was the Local Network Server version, because you want to resume using that Local Network version on a network within your building, you can then install the Local Network Client versions as you usually would. Please carefully follow the instructions for that.
One complication could be that if you had previously upgraded the same computer from a non-Web Network Version of ACCOUNTS to the Web Network Version, and then want to switch back, when you run the installation program for your desired other version it could tell you that you aren't entitled to the upgrade because your license key indicates your support and upgrades eligibility has expired. Assuming you were paid up for the Web Network Version, you can click OK to that message, and answer Yes to the following question it asks you about deleting the license key file and continuing. After that, the install will complete, and as mentioned above you can then request your updated license key through the program.
Please inform us if you make this change, so we can update your records in our user database appropriately, to reflect which version you have switched to!