The database setup wizard is activated from the Change Selection window.

To access the setup wizard, click on the More >> button on the Logon window. This opens the Change Selection window.

The Logon window is displayed when you first activate Access Accounts or when you select Change User from the System Control menu within the accounts application.

On the Change Selection window, click the New Database button to open the Logon window.

A User requires special privileges to create databases on the server.

SQL Server or Mixed Mode environment

If the Server to which you are connected is in a SQL Server environment, using SQL Authentication, only Users with System Administrator privileges can create databases on the server.

Windows Only environment

If the Server to which you are connected is in a Windows Only environment, you should ensure that the User who logs in to create the database has System Administrator privileges OR has both Database Creator rights and Security Administrator rights. This will ensure the Access Accounts Master User, created at the same time as the database, has sufficient rights to administer User records.

Typically, this will be a User who is part of the Administrators Group on your network/domain.

When you select New Database option, the Logon window will be displayed to enable you to connect to the server on which the database is to be created.

Enter a User Name and Password or select Windows User to log in using Windows Authentication. The user account you log in with must have sufficient privileges to create a database, see note above.

Enter or select the ODBC Data Link that will connect you to your database software. Clicking on the ODBC Data Link icon will display a list of existing links; you can create and test a new link from this window. Double click on a link in the list to select it and return to the Logon page.

Click on the Logon button to start the New Database Setup Wizard.

New databases are created using a wizard driven process. You will be guided through all the steps required to setup your database.

The first window is the Company Details window where you should enter your company's address and contact details. This information can be reviewed and revised after the database has been created using the Company Details window.

Click Next to continue.

You should now select the country settings for your new database.

Most of these settings are integral to the database and cannot be changed after the database has been created.

Country - A list of the countries in the EU is provided, showing the country name and numeric country ID (e.g. United Kingdom (006)). If you select a country from the list, the remaining settings will be changed to the correct defaults for that country and the database will record that the Home country is an EU State for export purposes; If the country you require is not shown in the list, select Other. You will then be able to enter the field values you require.

Change Settings - Click the link to open dialog where you can add 2nd base settings, set the method for Rounding differences, change the Tax Name, and set the Settlement discount method. Click Accept to save any amendments and proceed.

Please refer to the Country Settings and VAT on Settlement Discounts topics for more information. Background information can be found at www.gov.uk.

Click Next to continue.

On this window you will either select to use the Standard or Advanced Nominal structure, and if Standard, can View Accounts in order to examine the structure.

Standard - If you select to use the Standard structure, you must select the base chart of accounts for your new database. Any of the offered charts can be viewed and modified before selection.

Advanced Nominal Ledger - Selecting the Advanced Nominal Ledger option enables you to build your chart of accounts within Dimensions. A basic set of Nominal Codes will be created to ensure that the necessary control accounts are available but once the database has been built, you will be able to use the Chart of Accounts Builder to generate a chart of accounts to suit your needs. On this window you select to use the Standard Nominal structure.

Select a Chart of Accounts - If you have selected Standard, you must choose one of the company types for your Chart of Accounts. Each company type provides a different default range of Nominal Accounts; your selected default Chart of Accounts can be viewed and/or amended by selecting the View Accounts link.

Click Next to continue.

Enter the start date of the first business year that you want to process. The start date will define the accounting period dates for the database.

Click Next to continue.

When the new database is created, all the ledgers will start in the current processing period that you select here and in the same "current" year.

After the database has been created, you will be able to change the processing period for individual ledgers until a transaction has been posted to the ledger. Once a transaction has been posted, the period number for the ledger concerned will be locked and can only be advanced by running the period end routine for the ledger.

See the Ledger Defaults tab in System Options - Ledger Defaults tab.

Period end routines are used to close the current period when you have completed all the transactions for that period. Period end processing moves account balances forward into the next period.

The start date you have entered will be used to define the accounting periods.

Current processing period - If you are part way through your financial year, enter the period number of your current accounting period, based on the dates shown.

Do you wish to enter opening balances in a prior period? - You should select Yes if you wish to enter your opening balances in the period before your current processing period. All the ledgers in the accounts will start in the earlier period, you can then enter your opening balances and run a period end process so that the balances appear as opening balances in your first processing period.

Click Next to continue.

This window displays the Opening balance period (if you have selected Yes on the previous window), the First processing period and the dates of the Current financial year.

Check these dates and use the < Back button to return to the previous window to change the settings if they are not correct.

If the dates are correct, click Next to continue.

Enter your VAT registration number.

EU member states should also enter a Country Code VAT prefix and Country ID. These fields will be populated automatically with the correct code and ID if you have selected an EU country from the Country list.

Click Next to continue.

Select the number of decimal places required for prices, quantities and values.

These settings are integral to the database and cannot be changed after the database has been created.

The lists offer 0 to 6 and 8 decimal places. 7 decimal places is not available.

These decimal places relate to:

Currency exchange rates are not affected by these settings, they always have 6 decimal places.

This is an important part of the database setup; file formats will be changed to match the number of decimal places you select.

Once the database has been created, the decimal places can be seen on the About window.

Click Next to continue.

Check the database details and enter the log in details for the Master User record that will be created with the database.

Database Name - This will default to the company name as entered on the first window of the wizard. You can change this to an appropriate and manageable name.

Data File / size - Enter the path to the location in which the data file is to be created. The default value will be the path to the SQL server location that you last used. For size, we recommend a minimum of 100 MB.

Log File / size - Enter the path to the location in which the log file is to be saved. The recommended value for size (and the default) is half the size entered for the data file.

The User Name of the Master User cannot be changed and must be the same as the name of the database. The Master User is sometimes referred to as the Database Owner.

User ID - this defaults to MSTR, but can be changed.

Password - all Users should have a Password and you can use a combination of upper and lower case letters, numbers and symbols.

Allow master user to create users - this additional option enables the Master user to be created with the correct privileges for adding Users. This option should be selected to permit the master user to edit user records. The permissions for the Master User record can be changed, after the database has been created, by using Accounts Administrator. Also see below.

Add 'sa' as an Accounts user - This creates a user record within the accounts for the database creator. 'sa' is the ID of the User who logged in to create the database. The User ID shown in the label will reflect the User who is creating the database and may be that of a Windows User who has database creation privileges.

Important note: If the Server to which you are connected is in a Windows Only environment, the User creating the database should have both Database Creator rights and Security Administrator rights. This will ensure the Access Accounts Master User, created at the same time as the database, has sufficient rights to administer User records.

Click Next to continue.

On this final window you have the options to proceed and create the Database, to cancel the whole operation, or to return to previous windows to change the details.

Clicking Cancel abandons the wizard, and returns you to the initial Log In window.

Clicking Finish starts the database creation routine.

When the routine is finished a window confirms the creation of the database and shows the log in details.

You can now enter your Access Accounts by clicking Continue.

Log in to the accounts and print out the chart of accounts for reference.

Select Nominal Account list and select all the optional information.

Take a permanent backup of your new database.

Now you have created your basic accounts database, you will need to enhance it to make it ready for use. See Contents of the new database.

Taking a backup copy of the new database before you begin and after each stage in the enhancement process ensures that you can return to any point and start again if you should need to do so.

The New Database Setup Wizard will create a User record with the User ID and Password entered on the Database Details window.

This user has Master status, which gives them the ability to change any of the settings within the system.

Immediately on entering the accounts, you should create additional users records for everyday use and for administrative use. This will safeguard the settings of this important Master User record.

The number of User records that you can set up is quite independent of the number of licences you have purchased. It is sensible to create a User record for each person who will use the system so that they all have their own User ID. Then, each User will log in with their own log in identity and they will be able to identify the transactions that they have entered by this ID.

You will also find the Security Profiles feature useful. It enables you to restrict the functions to which a particular user, or a group of users, has access.

For example, a profile created for your Purchase Ledger team might deny them access to the Nominal accounts and the Sales Ledger, whilst your Accountant will need full access to the Nominal Ledger, but may not need to access Stock Control.

You should now print out the Chart of Accounts (see Account list, with all optional information selected.

Then take a permanent backup of your new Database, so that if ever you need to start again, you can do so, and if ever you want to try something out, you can do so on a copy of the backup.