Switching Databases

<< Click to Display Table of Contents >>


Switching Databases

You can have multiple accounting databases for multiple organizations in ACCOUNTS. You can have any number of databases, but the section on License Keys below explains that you have to pay at a higher rate if you have more than five.


This is managed with a standard document-based metaphor, as in a word processing program. Each database is given a base filename, ending with ".S4A" (which stands for Software4nonprofits Accounts). The base filename is specified in the Maintenance Organization Info window.


You can create a new empty database for a new organization with the File New Database menu option. You can also use that menu option to restore a regular, email or Internet backup database from another organization or another computer. Choosing that menu option takes you to the Startup Options window.


You switch to a different database that you have created with the File Open Database menu option.


Each database must be backed up independently, when it is open, with the Backup/Restore menu options.


Local Network Versions and Switching Databases


If you are using the Local Network versions of ACCOUNTS, only the Local Network Server Version can create new databases. In the Local Network Client Version, the File ⇒ New Database menu option cannot be used. Once the Local Network Server Version has created a new database, users of the Local Network Client Version can also access and switch between those new databases.


Note on Multiple Databases and License Keys


The software licensing in ACCOUNTS is by Organization Name. So, if you already have a license key for ACCOUNTS, and you create a new database for a new organization with a different Organization Name, that database will temporarily no longer be licensed, and ACCOUNTS will go back to being an Evaluation version when you are using it. You will have to request another license key. To make this request immediately, you can either exit and restart ACCOUNTS, which will bring up the Evaluation and Licensing window, or use Tools Request or Install License Key which will also bring it up.


As long as you have paid for ACCOUNTS in the last 12 months, there will normally be no charge for additional license keys for additional organizations. Just request it and we will send it to you. The only exception is if you have more than 5 different databases, in which case we will ask you to pay to upgrade to the Local Network Version. You don't have to actually switch to and use that version - it is just a convenient higher price that we charge to account for our additional administrative time giving multiple license keys, and the additional value you derive from being able to use ACCOUNTS for so many organizations.


Users who are still in their initial evaluation period do not have or need license keys, so this is not an issue until you purchase the program, at which point you will need to request license keys for each of your databases.


Memorized Reports and Switching Databases


Starting in version 1.28 of ACCOUNTS, memorized reports are stored in the database. Previously they used to be stored in separate files in the Report subdirectory under the data directory of the program. One implication of this change is that whereas all memorized reports used to be shared by all of your databases, they are now specific to each database. In some cases this will be exactly what you want, while in other cases you will want to share them between multiple databases.


If you want the same memorized report to be present in more than one database, you will have to create and memorize it in each of the databases.


Passwords and Multiple Databases


Any passwords that you set up or use in the program are only for your current database. Each database can have its own passwords.


Deleting Databases


If you wish to delete a database file that you no longer need, or created in error, first be sure you have noted the filename of the one you want to delete, either in the File ⇒ Open Database window or, when you are switched into that database, with Maintenance ⇒ Organization Info. (Just note the File Name field in that window.) You can then get to the program's Data Directory with the Tools ⇒ Explore Data Directory menu option, then drill down into the Data subdirectory under that, then very carefully delete only the file with the correct name.


This topic was last edited on Aug 16, 2021