Each database in Phocas is populated with raw data sourced from an ERP or other business system and that data is commonly refreshed overnight. That data is not affected by anything you do in Phocas. Common databases are Sales, Purchasing, Inventory and Financial Statements but you might see different databases depending on your Phocas setup. 

Ways to open a database

Whereas access to a database depends on multiple factors, you can physically access a database in the following ways:

  • On your Home page, click the Databases tab to view a list of your databases, then click the database you want to open. Typically, financial databases open in the Financial Statements module, and all operational (non-financial) databases, such as Sales, open in the Analytics module.


  • In the Phocas menu, click Analytics or Financial Statements to view a list of its databases, then click the database you want to open.


  • After you open a database for the first time, it displays in your Recents list, which you can access via the Phocas menu.

Suspended databases: Sometimes databases become redundant, forgotten or simply not used for a long period. We have started ‘suspending’ these databases until they are next accessed. If you access a suspended database, you'll see a warning box to let you know, and a new build will kick off immediately. You don't need to do anything. The database - with updated data - will be available to use in around 5 minutes.

Database status

When you open a database, in the top-left of the screen you will see the database name next to a colored dot. The color of the dot represents the status of the database. A blue dot means the database is being rebuilt, green means the database is available, and red means the latest rebuild has failed, so there is a risk you are not looking at the latest data. You can hover over the dot to get more information.