Create Account Book

Create a new Account Book means create a new SQL database folder in SQL Database Server. You may create a new Account Book in your PC or any other PC, provided the PC is installed with SQL Server. (See also Account Book and Database.)

To create a new Account Book,

Go to File > Manage Account Book and click on Create Account Book:

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The windows of Create Account Book Wizard will be displayed:

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1. Basic Information

New Company Name: key in the company name for the new account book (database).

Database Name: by default, the system will assign a initial name "AED_" followed by the first word of the company name. You may change the assigned database name as you wish.

Database Folder: the default database folder path is "C:/AutoCount Data". You may change the drive but it's advisable to keep the folder name 'AutoCount Data'.

2. Database Server Location

Create a default account book in this PC: select this option if this is a 'standalone' case, or if this PC is installed with SQL Server and you wish to create the new database folder in this PC. (Note: choosing this option will not restrict you from accessing other account books which were created at other machines. To access to those account books, we use Attach Account Book.)

Create a new account book in any PC: select this option if you would like the account book to be stored at another machine (a database server).

Server Name: key in the PC name of the server, or click on Get Available Server to select the server name.

Use Default SA Account and Password: by default this option is selected, and it is recommended to keep it.

Use The Following User Name and Password: this option is meant for advanced users that do not want to use the defaulted SA Account and Password.

Test Connection: click on this to test the connection with SQL Server. Message will be prompted should the connection is successful / failed.

Click on Next to proceed:

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3. Start Date

Fiscal Year Start Date: assign the first day (start day) of the financial year.

Actual Data Start Date: assign the start day where this Account Book is to be used to generate actual data. This date will determine the opening balances (of the first time) of this account book. There are 2 possibilities: (a) the Actual Data Start Date is the same as Fiscal Year Start Date, which the opening balances will be the same as the closing balances of the last accounting year; (b) the Actual Data Start Date is later than Fiscal Year Start Date, in which the opening balances will be the closing balances of its previous month.

4. Local Currency Setting: specify the local currency of this account book.

5. Goods & Services Tax: (if applicable) check the checkbox if GST is applicable.

Click on Next to proceed:

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6. Main Package: select the package of your license. It is either one of the packages or a combination of 2 packages. If you are not sure about the packages, check the check-boxes of Accounting and Stock Control. This option is just the initial setting, the actual accessible modules are controlled by the license code or USB key.

Click on Next to proceed:

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7. Account Code Format: by using the defined characters, set the account code format for this account book. The maximum number of characters allowed is 12. By default, the code format is set to "AAA-AAAA". You may also opt for free format by emptying the format field. Some examples of format are: 0000/000, AA-AAA-AAAA, LL-AAAA/000 ...

8. Sample Chart of Account: you may select to create sample chart of account for this new account book, or uncheck the checkbox if you do not wish to create sample chart of account. (Note: make sure you select this option if you have selected Invoicing Package in step 6.)

9. Copy Master Files From Other Account Book: you may copy (import) few master files from an existing account book.

Click on Finish.

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A message will be prompted indicating that the account book is being created successfully.

Click on OK.

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Back to Manage Account Book, you will notice that a new account book has been created and ready to use.