The Database Map is the storage area for the non-transactional information required to create reports. Database Map tables hold the actual client data which is then used by any report or Formats that reference the Database Map fields. The data required to populate the Database Map for a client will initially need to be manually entered from your clients General Ledger in a once-only data input exercise.
As with reports, Formats and Chart Map items, there is a hierarchy within the Database Map. MYOB provides you with a number of Master Database Map items. These can be changed and saved at a different hierarchy level. You can also create your own Database Map items at either the Practice or Client level (the level at which you enter Report Designer is the level that new or edited Database Map items will be saved at).
The non–transactional data stored in the Database Map is organised into tables. The tables, in turn, are organised into folders. These folders, tables and data fields are displayed in the Explorer pane of the Database Map tab as a tree list. Each table contains a number of data entry fields. For example, the ClientDetails table contains fields such as EntityType, ClientName and ABN. Tables and table entries are edited in the Database Map editor.
The data stored in Database Map tables can be saved at either the Master, Practice or Client level. Data supplied by MYOB is saved at the Master level. When you edit or create new Database Map items they will be saved at either the Practice level or Client level, depending on the level at which you opened Report Designer. Data saved at the Practice level will only be accessible when Report Designer is opened at the Practice level. Data saved at the Client level will only be accessible when Report Designer is opened at the Client level.
Master Database Map items
Master level Database Map items are provided with the Reporter software. These cover the AASB accounting requirements for certain entity types and sizes. Master level Database Map items cannot be edited or created, however you can use them as a basis for creating Practice or Client level Database Map items. Each year MYOB will provide you with an updated Master Database Map to cover any AASB changes that have been introduced.
Within the Database Map tab in the Report Designer window, the Master level items are distinguished by a red icon. The icon also indicates whether it is a Master level folder , table or table data field
Practice Database Map items
Practice level Database Map items are those created by the report designer within your practice. Practice level Database Map items can be created from scratch or based on a Master Database Map item.
Practice level Database Map icons are yellow. The icon also indicates whether it is a Practice level folder , a table or a table data field .
Client Database Map items
Client level Database Map items are those created for the reporting purposes of a specific client. The Client level Database Map items will only be available for use for that particular client. Client level Database Map items can be created from scratch or based on an existing Master or Practice Database Map.
Client level Database Maps icons are blue. The icon also indicates whether it is a Client level folder , a table or a table data field .
Mixed hierarchy Database Map items
When you edit the child components of a Master or Practice level folder, only the child components are saved to a lower level, while the Master or Practice level folder remains at its original level of the hierarchy. In this case, you have folders at one level with child components at another level. The following icon combinations appear when a parent folder contains child components of mixed hierarchy:
Master level folder with Practice level children .
Master level folder with Client level children
Master level folder with Practice and Client level children
Practice level folder with Client level children .
Master level table with Practice level children
Master level table with Client level children
Master level table with Practice and Client level children
Practice level table with Client level children .
Within the Report Designer window you can only see Database Map items that exist at the hierarchy level you entered the software at, and above. That is, if you enter Report Designer from your General Ledger software at the Practice level then you will only see Master and Practice level reports listed. If you enter via the Client level option then you will see all three levels of Database Map items.
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