All-In-One Field Service Management Software by Aptora

Company File

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Company File Information

Using the Company File Information Form

The Company File Information window provides detailed information about your company file.  A “company file” is simply the database file where Total Office Manager stores all of your company data.

Form Access

  • From the main menu, click File | Company File Information.

How to Read and Understand The Information

File Properties

The File Properties area displays general information about the database.

  • Database Name – The name of your company file.

  • Database Type – This is they type of database that Total Office Manager uses.

  • File Size – This is the size of your database.

  • Database Path – This is the full path or location of your database.

  • SQL Server Version – This is the version information for the installed Microsoft SQL Server. If you are an on premise configuration, you can verify this by typing Select @@Version in SQL Server Management Studios.
  • Creation Date – This is the date that your database was first created.

  • Database Version – This is the version of the Total Office Manager database.

  • First Transaction – The date of the very first financial related transaction in Total Office Manager.  This is displayed because occasionally a user will enter an incorrect, old, date.  This can cause certain aspects of Total Office Manager to operate slowly.

  • QB Conversion – This indicates if the Company File was converted from a QuickBooks® file. If yes, you can hold “Shift + Ctrl  and Click” on this label for detailed information on the conversion.

  • PR Splits Last Rebuilt – Indicates if a user has rebuilt payroll splits. This can also be done through a Total Office Manager update. It is mainly used by technical support personal.

  • Last Compact Repair – The last time the database (Company File) was compacted and Repaired using the Total Office Manager Database Utility.

  • Balances Last Rebuilt – Indicates if a user has recalculated the database (company file). This can also be done through a Total Office Manager update. It is mainly used by technical support personal.

  • GJ Balanced – Indicates if the General Journal is in balance. If it is not, the label will display “No“.

  • Pending GJ Rebuild – A “Yes” indicates that Total Office Manager has suggested a GJ Rebuild but a user did not allow it. You will need to rebuild the GJ as soon as possible.

  • GJ Last Rebuilt – If the GJ has been rebuilt, the date of that event will be shown here. The audit trail will also record this event.

  • Item Register Last Rebuilt – Indicates if a user has rebuilt the item register table. This can also be done through a Total Office Manager update. It is mainly used by technical support personal.

Users Logged In

This tab includes general information about who is logged into the Total Office Manager database.

  • Computer Name – These are the computer names of the computers used by the users who are logged into Total Office Manager.

  • System Name – This is the Windows or operating system user name. This is not the name assigned in Total Office Manager but the name assigned in Windows.

  • User Name – This is user name of the Total Office Manager user. This is the name assigned in Total Office Manager.

  • Time Logged In – This is the time the user logged into Total Office Manager. This time comes from the user’s computer clock and not the clock on the computer where the database is located.

Record Counts

This tab includes general information about the number of records that the Total Office Manager database contains.  The field names are self-explanatory and note defined here.  Feel free to contact technical support with questions.  Please note that Total Office Manager allows user to inactivate certain records (like customers) so this form displays both values.

Database Stats

This tab includes general information about the health of your SQL Server instance and database. It is important to ensure your database is maintained for optimal performance.


  • Use the “Refresh” button to update the window.  If changes are made to the company file (maybe by another user), the form will not refresh automatically.

  • Use this form to see how much work is performed in Total Office Manager.  You can take a screen shot of the record counts tab on one day and do the same several days later.  This will allow you to quickly see how many customer, invoices, etc., were added.

Unable to Connect to Database or Company File

How to Troubleshoot Database Connection Issues

This help topic covers how to reconnect Total Office Manager with your Company File (database). This topic assumes that you have previously been able to connect to your Database or Company File and you are now no longer able to. This help topic tells users how to deal with the “unable to connect” message box shown here, or others like it.

Cannot Connect Message Box

Connection Basics

Total Office Manager saves the information needed to connect to SQL Server and the company file that was opened the last time the software was closed. This is saved per user. When a user opens Total Office Manager, the software opens the company file (database) that was open when the program was last closed. If a user receives a message that Total Office Manager is unable to connect to their company file, they will need to try and locate the company file manually.

How to Reconnect Total Office Manager

  1. Check for and install all Microsoft updates. Pending updates can cause computer connectivity problems.
  2. Reboot your computer (unless the updates cause a reboot).
  3. Open Total Office Manager
  4. Click File > Open Company/Login. The Open Company form will open.
  5. Click File > Previous Company Files. The Company File should be listed. Click on that menu option. If there are no Company Files listed or if this step does not work, proceed to the next step.
  6. Locate the Select a Server option at the top. Click the Refresh Server List button to the right. This action refreshes the list. Wait for your mouse pointer to return to normal.
  7. Select your company’s Server from the list. You may only see one option.
  8. Locate the Select a Database option. Click on your Company File to highlight it. You may only see one option. Click the OK button. This will open the Company File.
  9. Login as usual.

Connect to Previous Company File

Additional Troubleshooting Steps

If you followed the steps above and the server cannot be located, this indicates that the computer your software normally connects to cannot be located. In other words, Total Office Manager cannot find the server computer on your company’s network. There is no way for Total Office Manager to connect until this problem is resolved.

If The Server Cannot Be Located

This is a network issue or an issue with your computer connecting to your company’s own network. Aptora will not be able to troubleshoot this problem for you, since it is outside of our control.

Here is what to do next:

  1. You will need to ask someone to locate the computer that has Microsoft SQL Server installed on it. Label this computer for future reference.
  2. Install all Microsoft Windows updates and reboot that computer. This step is often the fix.
  3. Verify that MS SQL Server is running. It should start automatically after reboot.
  4. Repeat the steps listed above on the computer that cannot connect.

Open the Company File Manually

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