AccuBuild is licensed per physical site and one license will allow the set up of multiple companies within the program. For companies that have one or more subsidiary company where the record keeping is maintained at one location, each company may be set up separately using a single AccuBuild license. If the records of the subsidiary company is maintained at another location, such as in another state, then a second copy of the AccuBuild program must be purchased in order for the software license to be valid.
Each company created with a single license of AccuBuild will maintain a completely separate set of books for each company. Each company will have its own company directory with a complete set of data files and each user of each company will have their own subdirectory of each company directory. Records between companies may not be consolidated.
Hint: It is recommended that you create a new company to hold a copy of your data before you close each fiscal year. The new company should be named so that it represents the fiscal year and can be used to print financial information for that year. Simply follow the steps outlined below for creating a new company and restoring data into the new company.
Creating Multiple Companies
| 1. | To create another company in AccuBuild, simply follow the steps in the New Company Setup documentation. This function will create a blank set of data files for the new company. Follow the outline in the Getting Started Manual for setting up data in the new company. |
| 2. | If the new company will utilize the same chart of accounts, list of clients, list of job cost phases, property settings, etc. as an existing company, then an AccuBuild backup of the existing company can be utilized to establish the new company. |
| a. | Begin by creating a backup of the existing company through AccuBuild. This will create a zip file that will contain all data, including historical transactions, that will be restored into the new company. If you are not familiar with the backup procedure in AccuBuild, then please read the Backup Data documentation in the File Maintenance section of this manual. |
| b. | After the backup file is created, close the existing company and open the new company. |
| c. | Restore the backup file created in Step 2a into the new company by using the File > Restore Data option. Again, if you are not familiar with the restore procedure in AccuBuild, then please read the Restore Data documentation in the File Maintenance section of this manual. After the data is restored, be sure to close the program. |
| d. | The new company now contains a complete copy of all historical transactions restored from the backup. If the company dataset is only to be used for reprinting reports for a specific fiscal year, then limit access to this company to only the controller in order to prevent accidental posting of data into the this company by other users. |
| e. | If you wish to keep only the master lists within the new company, then the historical transactions may be removed through the File > System Administrator > Historical File Maintenance option. Be sure to thoroughly read the documentation on this process within this manual. |