You can add a new client or dataset to a folder on your computer. If the option to automatically update to the latest master is selected, Sage Accounts Production validates that the master format selected exists, and that it
corresponds to the selected code.
1. To begin, selectFile - Open Client Dataset, or else click theClientsbutton. TheClientswindow displays.
2. Click theAddbutton.
3. TheAdd New Datasetwindow displays with theClientDetailstab open by default. Select a dataset and clickEditto make changes to an existing dataset.
4. Specify the relevant details. See the tables below.
Note:When you select theMaster Client checkbox, theClientCode field displays only masterdatasets.
5. Open theDataset Options tab and specify the relevant details.
6. Click theOKbutton.
The Add Dataset window is closed. If you created a new dataset, the Clients window now contains it.
Client Details tab
Name Description Client
Code
This field contains the client’s unique code, which can comprise up to eight alphanumeric characters. If you have more than one dataset for a client, you should specify the same client code for each of these datasets.
The first time a client code is used, a new folder is created to hold the client’s datasets.
Subsequent datasets added to that client are contained in the existing client folder.
Client Name
This field contains the client’s name, which can comprise up to 60 characters. You should enter the client’s name using the correct case, since the name is specified in the final accounts pages exactly as it is specified here.
Year End Date
The date on which the accounting year ends for this Dataset.
Accounts Description
This field contains a description of the Dataset, which can comprise up to 60 characters. The default entry in this field is based on the entry made in the Dataset Year End field.
Default Directory
This field specifies the folder in which the dataset will be stored on your computer. The default entry in this field is based on the entries made in the Client Code and Dataset Year End fields.
Password If you want limit access to the dataset, you can specify a password of up to ten characters.
Create Dataset Based On
The options available allow you to select the basis on which nominal codes and pages will be created for the dataset. The options are listed below:
Master Client
TheMaster Client checkbox enables you to specify whether you wish to use a master format as the basis for thedataset.
Client Code
TheClient Codefield enables you to select the Master Client upon which to base your dataset.
When you click theBrowsebutton, the Select a Client window enables you to select a client.
Dataset Directory
TheDataset Directoryfield enables you to specify a directory for your newly created dataset.
Add to Master Format
TheAdd to Master Formatcheckbox enables you to specify whether to make this newly created format a master format.
Update to Latest Format
TheUpdate Latest Formatcheckbox enables you to specify whether to update the dataset with the latest format.
Dataset Options tab
Name Description
Bookkeeping This checkbox enables you to specify whether you want to use bookkeeping functions in the dataset. You will need to register the Bookkeeping module to make this option available.
Invoicing This checkbox enables you to specify whether you want to use invoicing functions on the dataset. You need to register the Invoicing module to make this option available.
Quantity Accounting
This checkbox enables you to specify whether you want to describe posting a quantity figure along with the monetary value of a transaction. It makes the quantity accounting functions available in the dataset.
Multiple Users You select this checkbox in a case in which two or more users access a financial year’s data. It makes each posting routine ’Multi-Access but Single Update’, exception for the Raise an Invoice posting, which it makes ’Multi-Update’.
Automatically Update Nominal Groups
Select this checkbox to enable the Automatic Update of Nominal Groups mechanism.
Read-only dataset
If you belong to an access group with appropriate rights, you can select theRead only dataset checkbox to make the datasetread-only. This disables the following options:
Add/Edit/Delete a transaction Add/Edit/Delete a page
Add/Edit/Delete a database code Add/Edit/Delete a nominal ledger detail Add/Edit/Delete a customer or supplier Add/Edit/Delete an AWP definition Change dataset settings
Selecting the checkbox also automatically locks the accounts format. You can’t unlock the accounts format while the dataset is read-only.
Lock Accounts Format
Select this checkbox to lock the accounts format. This disables the following options:
Add/Edit/Delete a page Add/Delete a database code
Add/Edit/Delete a nominal ledger detail Add/Edit/Delete a AWP definitions Change dataset Settings
Cost Centres This checkbox enables you to specify whether you want to add Cost Centre functionality to the dataset. If so, you must define a cost centre for each item in the accounts.
See also
Clients and Datasets