The Database menu can be accessed by closing all modules and selecting “Database” from the menu bar. This menu provides access to various facilities as described below.

“Select database”

Choosing “Select database” opens a window where you may select any available CC-Assist databases you have been granted access to. For more information, see Changing to a different database.

“Setup info”

Choosing “Setup info” opens the “Database Setup Info” window which has six tabbed pages: “Organization Info,” “Default Values,” “Accounting,” “Online Directory,” “Online Calendar” and “Members-only.”

“Organization Info”

The information specified in the “Organization Info” page is used by CC-Assist when a return address for the chamber is included on an output, e.g. organization name at the top of a financial statement or return address on postcards and invoices.

“Default Values”

The information specified in the “Default Values” page is automatically filled in when you create a new Member record, or new membership dues line item in an invoice. This saves typing time since these items are likely to be the same in most cases. For more information, see Default Values of New Records.

“Accounting”

On the “Accounting” page several accounting settings are available and are described below.

“Synchronize database transactions into QuickBooks”

Setting to indicate if the database will or will not synchronize with QuickBooks using the CC-Assist QuickBooks interface.

“Company file”

The QuickBooks company file that the CC-Assist QuickBooks interface will update when the QuickBooks interface is run.

“Ignore transactions dated before”

Setting used to ignore transactions prior to a specified date. This setting affects what transactions are included in the QuickBooks interface. Transactions dated prior to the specified date will not be sent to QuickBooks via the interface.

“Default Sales Tax Composite Rate”

This will be the default tax rate assigned to taxable transactions. If this composite rate is assigned but needs to be altered, users will be able to assign the appropriate Sales Tax Composite Rate as needed.

“Invoice IRS Message”

The IRS Message displayed when creating invoice forms or sending invoices via Outlook. You have the option to include an IRS message on the invoices.

“Transaction close date”

This is the date after which no changes can be made to transactions. Once you have closed out an accounting period and you want to prevent changes being posted in previous periods, the “Transaction close date” should be updated to reflect this.

“Online Payment Account”

This is the default bank account that will be assigned as the deposit account when payments are received through an online Event Registration or payment completed via the online Members-only section.

“Online Directory”

The information specified in the “Online Directory” page includes your preferences for your Online Business Directory.

The information specified in the “Online Directory” page includes the following:

“Search Page Heading”

The heading that appears at the top of the page in the online membership directory.

“Search Page Text”

Text that appears below the “Search Page Heading” and above the Alphabetical search option on the main page of the online membership directory. This text is typically used to give users of the online directory instructions or chamber contact information.

“Include ‘New Members’ section in directory search page”

This setting is used to activate or deactivate the “New Members” section on the online membership directory main search page.

“‘New’ Criterion”

This setting is used to specify what constitutes a new member on the online membership directory main search page.

“‘New Members’ Text”

Text box used to create promotional message highlighting the “New Members” search section on the main search page.

“Show multiple category ads simultaneously”

Use this setting if you would like multiple members to be displayed as category sponsors at the same time. If this setting is not checked only one Category Sponsor Ad is shown at a time. If the setting is checked, all Category Sponsor Ads will be displayed at the same time.

“Category Ads Text”

Promotional text displayed above the Category Sponsor Ads.

“Online Calendar”

The information specified in the “Online Calendar” page includes your preferences for the Online Calendar of Events within your Web site.

The information specified in the “Online Calendar” page includes the following:

“Search Page Heading”

The heading that appears at the top of the page in the Online Calendar of Events within your Web site.

“Search Page Text”

Text that appears below the “Search Page Heading” and above the first search option on the main search page of the Online Calendar of Events. This text is typically used to give users of the online calendar instructions or chamber contact information.

“Members-only”

The information specified in the “Members-only” page allows a chamber to specify what features may be updated by a member through the “Members-only” login. The chamber can also specify an image to be used as their membership badge. Members can copy this badge in the “Resources” page in their online member account and include it on their website.

“Executive Summary Report”

an on-demand summary report which provides chamber executives critical information to evaluate chamber performance, easily identify potential problems, and develop new directional initiatives. This report is very useful to run for board meetings. For more information, see Creating an Executive Summary Report.

“Synchronize transactions with QuickBooks”

This menu item allows you to run the QuickBooks interface and download information in CC-Assist into a specified QuickBooks company file. For more information, see Synchronizing with QuickBooks.

“Backup”

Choosing “Backup” opens a window where you may view when the selected database was attempted to be backed up most recently and whether the backup attempt was successful or not. You may also click on the “Backup Selected Database Now” button to manually backup the database. Backups of all database(s) may also be scheduled. To configure where and how often a database is automatically backed up, see Backup Schedule.

“Housekeeping”

“Housekeeping” repairs various kinds of corruption that your database(s) may sustain due to hardware malfunctions, inopportune loss of electrical power, or other reasons. Some of these procedures also recover disk space that is occupied by deleted records. To run the procedures, close all open modules, display the Database menu, and choose “Housekeeping.” A submenu lists each procedure to run in sequential order.

Following are important facts to remember:

  1. Perform these procedures routinely, i.e. every couple of weeks or so.
  2. Perform them on all of your databases except the Demo database.
  3. You must have exclusive use of a CC-Assist database to perform these procedures. Therefore, if CC-Assist is installed on a network, first close all open modules, display the View menu, and choose “Sessions” to see if other users are currently in the database for which you want to perform the procedures. If so, request that they either change to a different database or completely exit CC-Assist while you perform these procedures.

“Failed Updates Log”

This menu item allows a user to run a report to show any updates to the database which failed. This log should be reviewed on a regular basis as it is a tool which should be used to ensure all intended updates to the database are saved. For more information please contact Chamber Data Systems, Inc.

“Other”

Choosing this menu item displays a selection dialog box from which you can choose any other options that are implemented as “installed options.”