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In the ACS Financial Suite, you can create multiple financial datasets.

A dataset is a complete financial database with its own chart of accounts. If you have two datasets, you have two separate databases with their own chart of accounts. Each dataset can have more than one fund, but you cannot transfer information between datasets. Each dataset can also have its own address, e-mail, phone, and State and Federal tax IDs associated with it. 

When should I create a separate dataset?

You should use multiple datasets when you have two independent or semi-independent entities at the same location. For example, if a church has a school, you may choose to create one financial dataset for the church, and one financial dataset for the school. Each dataset has its own chart of accounts, payroll roster, vendor list, and assets.

You should create a separate dataset if:

  • You have two or more financial books that operate on different fiscal calendars.
  • You have separate federal ID numbers.
  • You have separate accounting staffs.
  • You have a need to keep financial information for different areas (e.g., church, school, day care) completely separate.

You can also archive datasets. Archiving datasets saves older transaction and vendor detail in the archive for historical purposes before summarizing transactions.

Funds vs. Datasets

Funds and datasets are different. A fund is a set of financial books. If you have two funds, you have two sets of books in the same chart of accounts.

Funds are not the same as departments, committees and areas and are treated differently when closing the year.

 To add a dataset
  1. In ACS Financial Suite, under Advanced Tools, click the Admin Utilities tab.
  2. In the drop down list, select Select Dataset, then click Go .
  3. Click Add.
  4. Enter the dataset's name and information, then click OK.
 To edit a dataset's information
  1. In ACS Financial Suite, under Advanced Tools, click the Admin Utilities tab.
  2. In the drop down list, select Select Dataset, then click Go .
  3. If you want to edit an archived dataset, select the Include Archived Datasets option at the bottom of the Select Dataset dialog box.
  4. Select the dataset that you want to edit, and click Edit.
  5. Make the necessary changes and click OK.
 To delete a dataset


You can delete a Financial dataset that is no longer needed or was created in error. However, once you delete a dataset, you cannot retrieve it unless you restore a backup.

  1. In ACS Financial Suite, under Advanced Tools, click the Admin Utilities tab.
  2. In the drop down list, select Select Dataset, then click Go .
  3. To delete an archived dataset, select to Include Archived Datasets at the bottom of the Select Dataset dialog box.
  4. Select the dataset that you want to delete and click Delete.
  5. When the confirmation message displays, click Yes.
 To select a dataset


If you have more than one financial organization, such as a church and a day care center, you can switch between the datasets that you can access.

  1. In ACS Financial Suite, under Advanced Tools, click the Admin Utilities tab.
  2. In the drop down list, select Select Dataset, then click Go .
  3. To select an archived dataset, select Include Archived Datasets at the bottom of the Select Dataset dialog box.
  4. Select the dataset that you want to make active, and click OK.