# Databases

Each database in Phocas is populated with raw data sourced from an ERP or other business system, which is commonly refreshed overnight. Your actions in Phocas do not affect that source data. 

Common databases are Sales, Purchasing, Inventory, and Financial Statements, but you might see different databases depending on your Phocas setup and database permissions. Typically, financial databases open in the Financial Statements module, and all operational (non-financial) databases, such as Sales, open in the Analytics module. 

## Ways to open a database <a href="#databases-waystoopenadatabase" id="databases-waystoopenadatabase"></a>

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

{% tabs %}
{% tab title="Phocas homepage" %}
On your Phocas homepage, dashboard content items are identified by the database icon, as illustrated in the image on the left below. You can filter the grid to view data-specific items:

* To see a list of databases only, in the **Type** column header, click the **All** dropdown menu, click **Select none**, then select the **Database** checkbox and click out of the filter.
* To see only the content items in a specific database, in the **Database** column header, click the **All** dropdown menu, click **Select none**, then select the checkbox for that database and click out of the filter.

<figure><img src="https://900295827-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F7pj8v25BOyqZTdG5mdD1%2Fuploads%2Fgit-blob-b92afea6126fa54b3958ff19965dba31a72e2020%2F3444834640.png?alt=media" alt="image-20240414-203059.png" width="895"><figcaption></figcaption></figure>
{% endtab %}

{% tab title="Phocas menu" %}
In the Phocas menu, click **Analytics** or **Financial Statements** to view a list of its databases, then click the database you want to open.

<div align="left"><figure><img src="https://900295827-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F7pj8v25BOyqZTdG5mdD1%2Fuploads%2Fgit-blob-eaf573ae897bae8c12dc3cdaaedd9b41716d7113%2F3205988485.png?alt=media" alt="" width="375"><figcaption></figcaption></figure></div>
{% endtab %}

{% tab title="Recents menu" %}
After you open a database for the first time, it displays in your **Recents** list, which you can access via the Phocas menu.

<div align="left"><figure><img src="https://900295827-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F7pj8v25BOyqZTdG5mdD1%2Fuploads%2Fn5jQKSEh8cOkAhtNXsHF%2Fimage.png?alt=media&#x26;token=6c254101-5ef9-45d0-b2b9-b09c005a3ccc" alt="" width="365"><figcaption></figcaption></figure></div>
{% endtab %}
{% endtabs %}

## Database status <a href="#databases-databasestatus" id="databases-databasestatus"></a>

When you open a database, in the top left of the screen, you'll see the database name next to a colored dot. The color of the dot represents the database's status. 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.

<div align="left"><figure><img src="https://900295827-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F7pj8v25BOyqZTdG5mdD1%2Fuploads%2Fgit-blob-e8931df124d5e89d8958d3c363cd76192546a3b0%2F3260088468.png?alt=media" alt="" width="308"><figcaption></figcaption></figure></div>

## Suspended databases

Sometimes, databases become redundant, forgotten, or not used for a long period. These databases become *suspended* until they are next accessed. If you access a suspended database, you'll see a warning box to let you know that's the case, 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 five minutes.