Many accountants have several companies to account for. There may also be several people that need
to access the account reconciliations for a specific company. This portion of the tutorial
will show you how to set up multiple databases and how to access them.
If you put the database(s) on your server,
multiple users can access them at once. The databases that come with
RecWizard can be accessed by up to 255 users at once. However, there
may be some significant effect on speed if you have more than 20
users at one time. Control over access to these databases will be
based on the access that has been set up on your network.
If you want all your information in one database
we suggest you develop your own numbering system for your account
numbers - i.e. all accounts
for Corporate begin with C; all accounts for Southern Company begin
with S; all accounts for Jones Division begin with J... you get the
Setting up Multiple Databases
Setting up new databases for RecWizard is not
difficult. However, if you do not normally do much in the way of moving
files, copying files and changing the names of files using basic
Windows commands, then you might want to have somebody within your
company that is more of an IT expert look over your shoulder while
you do this.
- Find the blank copy of the
RecWizard database. It is named BLANK.mdb
and is usually found in the C:\Program Files\RecWizard\Database
folder on your computer.
- Make a copy of the database (using Windows commands)
and paste it to a folder where you want to access it from.
- Rename the database to something that makes
sense to you. Be sure to include the extension ".mdb" - for example:
- 10-Metro.mdb - for company 10, Metro Leasing
- or -
- 050-Olive NJ.mdb - for the Olive, NJ location
- or -
- Master Real Estate.mdb - for the company
called Master Real Estate
There is no limit to the number of databases you
can set up.
You are now ready to open the database and change
the company name so it appears properly on all your reports.
Opening a Different Database
Start RecWizard as you normally would. On the left
side of the dialog window you will see a section titled
with a menu item titled
Change database location. You will be prompted with the
Open RecWizard Database
dialog window. Use normal Windows techniques to locate the database you want to work with. In this case, the
database we are
selecting is the Metro Transfer.mdb:
Once you have selected the database you want to
work with you will be prompted for your User Name and Password:
That's all there is to it. Just click on
Open and start working on the database you just selected.
But before you do that, you might want to change the Company Name so
the titles on your reports appear correctly.
Changing the Company Name
Now that you're in the correct database you need
to change the Company name that is stored within the database so it
prints properly on all your reports. The Company name can be
different than the database name.
In the main dialog window for RecWizard you will see
two choices titled
Application Setup. They both do the same thing. Click on
either one and you will see this:
Click on the
Company tab and you will see this dialog window:
Change the Company Name to anything you like. This
is what will print on the first line of all your reports to identify
the company that the report relates to. As you can see, the Company
Name is Metropolitan Transfer Company, Inc. for the database that we
Click on the
Done button and that's it. Now you can start
reconciling your accounts.