How Many Databases Should You Use?

You may need just one database because you are accounting for a single entity. Similarly, you may have two or more distinct operating entities, each of which will require its own database.
If, for example, you have four branch offices in different locations, it can be difficult to decide whether they should operate separately. You should consider the following:

  • Do they file separate statutory accounts?
  • Does each maintain its own debtors/receivables and creditors/payables accounts?

You could separate accounting functions into individual databases. If, for example, your creditors/payables staff are located at one site and the staff who process debtors/receivables are located elsewhere, you might consider creating separate databases for each function.

Creating Databases

New databases are created in FC=File Creation. You can create a standard skeleton structure, which can be copied to other databases. See the section Multiple Ledgers in SunAccount, if you require more information.


Investigate your organisation’s reporting requirements. Determine which reporting requirements can be met using the standard reports available in SunSystems.
If you have exhausted the standard reports provided by FA=Financial Analysis, look at the facilities FS=Financial Statements and FT=Financial Tables. See the section Reporting in SunAccount in this manual, if you require further information.
You might find that there is an overlap between the reporting requirements of various departments. In any case, it is worthwhile trying to satisfy a number of requirements with one report, rather than having to produce an unnecessary quantity of reports each month.
In addition to reports, you will almost certainly need to produce printed documents or forms. Again, you may find that the documents provided with SunSystems will fulfil your needs. You can also use the standard documents as a basis for designing your own.