Accountants Enterprise only

You are able to export ledger data from one installation (source) to a second installation (destination).

• In the source installation the ledger is flagged as exported, preventing access to the ledger until the data is restored from the destination installation.

• The destination installation adds an entry for the ledger data into its Ledgers window.

This function is designed for use in a practice where personnel wish to work with ledger data on a portable PC (for example, while visiting clients).

To export a ledger:

1. From the folder listing, select the ledger to be exported.

2. Click File > Export Ledger to open the Item Export window.

3. Enter the location path for the destination installation and click [Enter].

For example,

, where

 is the file server name,

 is the volume name and

 is the directory that houses your installation. Alternatively, a drive letter or mapping can be entered (such as E:) and the system will convert to UNC.

1. Click the ellipsis to select the folder in the destination installation to which this ledger is being exported.

2. To start the export, click OK.

Back to Ledgers

How to Rebuild a Ledger

Accountants Enterprise only

Users with security level 6 or above are able to rebuild ledgers.

To check rebuild a ledger:

1. From the Ledger window, right click on the ledger to be rebuilt.

2. Click Rebuild to open the Data Rebuild window.

3. Select the files that are to be rebuilt and click OK.

4. Once complete, the ledger list displays again.

Back to Ledgers

Items and Shortcuts on the Controls Tab

Accountants Enterprise only

This topics links to these help pages:

• New Item Properties

• How to Edit Item Properties

• How to Create Shortcuts

• How to View Shortcut Properties

Controls tab

The Controls tab identifies who a ledger is available to. For example, a ledger can be made available to:

• all users: to assign all users access to the selected ledger.

• single user access only: the User and Workstation fields indicate who has access.

• flagged as exported to prevent access: If the ledger has been exported to another installation, the User, Workstation and Path fields indicate who has exported the ledger and where the ledger files are placed.

To change the availability of a ledger:

1. Highlight the required ledger and right click and select Properties.

The

window opens.

1. Click the Controls tab.

The current availability radio buttons are displayed.

1. Click on the required radio button to define the availability required for this ledger.

2. Click OK to save the changes.

Back to Items and Shortcuts on the Controls Tab

Original Items and Shortcuts

Accountants Enterprise only

All items in a folder may be categorised as:

• Original Item

• Shortcut

• Folder link.

All are created using the Create new object dialog as shown below.

INSERTIMAGE  

Original item

An original item is the controlling item entry. It resides in the folder in which the data files are located. Deleting this entry deletes all data files associated with the entry. Refer to New Item Properties

Shortcut

A ledger shortcut can be created to any original item from any folder. Creating shortcuts in various folders allows you to customise your ledger list and obtain quick access to related ledgers from one folder without having to move data or program files. Refer to How to Create Shortcuts.

Folder links

To find out more on Folder links, refer to How to Create Folder Links .

Back to Items and Shortcuts on the Controls Tab

New Item Properties

Accountants Enterprise only

The New item properties window allows you to create a new original items and to load items to it. This includes items that may not be recognised by your system.

There are three reasons why an item may not be recognised by your system:

• the data files for a client are on a local disk of a network workstation

• the client's data files have been restored from external source

• there were no drive letters connected to the network location of the data at the time of the installation.

Also refer to How to Create New Ledgers.

Back to Items and Shortcuts on the Controls Tab

How to Create Shortcuts

Accountants Enterprise only

A shortcut gives you a link to a ledger stored in another folder. This allows you to bring together into one place a series of ledgers from different areas. Shortcuts have these general features:

• a shortcut inherits security settings and properties from the destination item

• any number of shortcuts can point to the same destination item

To create a shortcut:

1. Open the Folder in which you want to create the shortcut.

2. Click File > New > Shortcut to open the Select folder window.

3. Select the folder and item which you want to access with a shortcut.

The

 window opens. The window is pre-filled with the item details you selected.

1. If required, alter the Use origin masters option by selecting this checkbox.

The

 applies to ledgers, and when set (default), directs the system to look for

 according to the Masters setting for the destination folder. Master files are Program and data files external to the application. For example, MAS master chart of accounts and master Freeform.

If cleared, it indicates that the system should assume master file location according to the Masters setting for the folder in which the shortcut resides. Effectively it allows the master file location to be overridden.

It is rare to make use of this facility. One example is where a user may wish to create/edit new master Freeform or Letters while using a normal client ledger for testing, but not using the standard practice master files.

1. If required, alter the Inherit name option.

When set (default) the system will inherit the name property from the destination item.

If this is cleared, the name becomes a property of the shortcut and ceases to track the destination item name. Effectively, it allows an alias name to be used.

This may indicate some specific property of the shortcut (for example, ABC Manufacturing – Draft Reports). Another use is to force a specific ordering of items in a folder where contents are sorted by name.

1. When you have completed creating the shortcut, click OK.

Back to Items and Shortcuts on the Controls Tab

How to Edit Item Properties

Accountants Enterprise only

Depending on your security level you are able to edit details associated with each ledger you are viewing.

To edit item properties:

1. From the folder listing, select the required item.

2. Right click on the item and click Properties or click [Ctrl+Tab].

• the General tab identifies the Client, Type, Generation, Name and Location (of the data files). The generation number increments with each backup. To edit the Name click [F2].

• The Options tab shows the default page setup.

• The Controls tab indicates the Availability of the item. If Single user or Exported is selected then the User and WkStn fields display the details.

• The Users tab displays the current sessions using this item.

• The MLS tab displays the MLS controls for the item. To edit these details or add to the list, click [F2].

Back to Items and Shortcuts on the Controls Tab

How to View Shortcut Properties

Accountants Enterprise only

You are able to view and, depending on your security level, edit details associated with each shortcut.

To view shortcut properties:

1. From the Folder listing, highlight the required shortcut.

2. Right click on the shortcut and click Properties to open the Shortcut properties window.

This table outlines the fields available in this window.

Back to Items and Shortcuts on the Controls Tab