AccountMate 7.x for SQL/Express
Program Upgrade from
AccountMate 6 or 6.5 for SQL/MSDE or
VAM/SQL 5
UPGRADE INSTRUCTIONS
As of January 15, 2010
Important!! Read this document first.
Do not run the AccountMate 7 (AM 7) for SQL/Express upgrade until you read and thoroughly understand all pages of this document. If you have any questions about the upgrade process after reading this material, please contact our Product Support team at (707) 774-7599 or via e-mail at support@accountmate.com before you attempt the upgrade.
What’s New?
This entire document has been designed to address your upgrade needs. This document is made up of two parts:
· Checklist – step-by-step list of the procedures to be performed
· Installation & Upgrade Details – detailed discussion of the procedures specified in the checklist
The following section has been updated:
· Post-Upgrade Process: Access Maintenance Records
CHECKLIST
Note: Please refer to the Installation & Upgrade Details section for a detailed discussion of the specific steps in the checklist below.
A. Pre-installation Steps
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1. Correct Version |
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2. Upgrade Limitations |
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3. Do Modifications Exist? |
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4. Install SQL Server with Mixed Mode Authentication |
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5. Choose Computer |
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6. Check Disk Space |
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7. Check Database Compatibility Level |
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8. Verify Database Properties and Collation Settings |
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9. Run Reports |
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10. Payroll Module Preparations |
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11. Backup |
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12. Close PO/AP and BR |
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13. Generate and Export Accrued Received Goods Report |
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14. Download Pre-Upgrade Utility |
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15. Run Pre-Upgrade Utility |
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16. Check Database Owner |
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17. Check root folder for .fxp, .scx and .sct files |
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18. Rename Folders |
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19. Backup |
B. AM 7 for SQL/Express Installation
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1. Verify Exclusive Access |
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2. Run Setup.exe |
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3. Select Destination Location |
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4. Select the “Custom” Installation Option |
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5. AccountMate Product Key |
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6. Select Components to Install |
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7. Launch the Administrator Program |
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8. Back up AM 7 for SQL/Express |
C. Upgrading Data
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1. Download and Extract Latest Conversion Utility |
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2. Run Amconvert.exe |
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3. Conversion Setup |
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4. Validation/Conversion Setup |
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5. Run the Conversion |
D. Post-Upgrade Process
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1. Activate Modules |
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2. Install License File |
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3. Input PR Tax Subscription Key |
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4. Run Company Setup |
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5. Assign Group and User Access Rights |
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6. Run Credit Card Encryption Utility |
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7. Initialize Modules and Install Latest PR Tax Update |
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8. Access Maintenance Records |
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9. Compare GL Transfer Report and GL Financial Statements |
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10. Review Upgraded Data (by running reports) |
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11. Perform “Typical” or “Compact” Installation on Workstations |
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12. Post AP Invoices for PO Receipts |
E. Troubleshooting Errors and Messages
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1. Upgrade does not occur |
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2. “Missing file/folder. Please verify that you have extracted the conversion files correctly.” |
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3. “Cannot detect the SQL Server instance. Be sure that the AccountMate application has already been run to create the amwsys and sample databases.” |
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4. “Database name should not start with a number.” |
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5. “Database name should not contain space(s).” |
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6. Invalid Product Key |
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7. Program Patches Error Message |
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8. Foreign Key Violation Error |
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9. Recalculate FUTA/SUTA Error |
--- Checklist Ends (Detailed Discussion Follows) ---
INSTALLATION & UPGRADE DETAILS
A. Pre-installation Steps
This data migration program is designed to upgrade:
o Databases on AM/SQL Version 6.5, Build MS604a or higher to AccountMate 7.4 for SQL or higher; or
o Databases on AM/MSDE Version 6.5, Build MD604a or higher to AccountMate 7.4 for Express or higher; or
o Databases on AM/SQL Version 6.5 International, Build MS605i or higher to AccountMate 7.4 for SQL or higher; or
o Databases on AM/SQL Version 6, Build MS601a or higher to AccountMate 7.4 for SQL or higher; or
o Databases on AM/MSDE Version 6, Build MD601a or higher to AccountMate 7.4 for Express or higher; or
o Databases on VAM/SQL Version 5, Build MS501 or higher to AccountMate 7.4 for SQL or higher; or
Check the build number of your current installation by accessing the “About AccountMate” or “About Visual AccountMate” function under the Help menu. You must update to one of the required builds before you can use this upgrade program if your current installation is on a build lower than the ones listed above.
Verify that the version number on the upgrade CD is AM 7.4 or higher. Contact AccountMate Product Support at (707) 774-7599, support@accountmate.com or call Customer Service at 1-800-877-8896 ext 520 if you want to upgrade to any other version.
Please take note of these upgrade limitations that affect the following modules and features:
a. BR Module: There are data structure differences between AM 7 and the older AccountMate versions. You must therefore complete any bank reconciliation projects that are pending in your current AccountMate version and then close the period in the BR module before performing the upgrade. Refer to step 12 of this section for more information.
b. PO Module: Accrued received goods records are not converted. Refer to steps 12 through 15 of this section for more information.
c. PO Module (International Version): The Return Goods to Vendor feature and all its related functions and reports are no longer available in AM 7 since the Return to Vendor Authorization module is available. All data related to the Return Goods to Vendor feature will not be converted. If you require them for audit trail, generate the following reports:
§ Print Goods Returned Note
§ Return to Vendor Reports
d. SM Module:
§ Custom Reports
o Side-by-side upgrade: Custom reports are stored in the application directory. A side-by-side upgrade uses a new application directory for the new version. As such, all custom reports must be created from scratch in a side-by-side upgrade.
o In-place upgrade: Some enhancements in the new version may involve data structure changes. If these changes affect any of the tables that were used in the Custom Reports you created in your previous AccountMate version, the reports may not work after the upgrade. You must run the Custom Report Setup function after the upgrade and review all your custom reports and make the necessary revisions to make them work in the new version.
§ Report Macros
o Side-by-side upgrade: Report macros are stored in the system database (i.e. AMWSYS). A side-by-side upgrade uses a new system database for the new version. After the upgrade, AccountMate will use the system default macros that come out of the box. All user-defined report macros must be created from scratch after the side-by-side upgrade.
o In-place upgrade: Some report enhancements involve changes in the report criteria options (e.g. sorting options, filter criteria, etc.). If you created report macros in your previous AccountMate version for reports that have been so enhanced, those report macros will become invalid after the upgrade. You must recreate the report macros for the affected reports after upgrading to the new version.
Notes:
§ A side-by-side upgrade is one where you install the new build in a different application folder and SQL server instance than the one where your previous AM 7 for SQL/Express build is installed.
§ An in-place upgrade is one where you install the new build in the same application folder and SQL server instance that holds the previous build.
3. Do Modifications Exist?
Your current AccountMate system and data structure must be unmodified for the generic conversion program to work. This upgrade will remove any modifications in the source AccountMate system. You must have a programmer apply your customizations into your new version if you still need them.
The conversion program will drop ALL the existing triggers defined in the company databases to optimize the process. The triggers required to run AM 7 will be installed during the upgrade.
Please do not proceed if you modified the data structure or system. Instead, e-mail our Development Consulting Service, devconsulting@accountmate.com, to ask how you can modify the generic conversion program to work with your modified AccountMate data or system. Regular consulting charges will apply.
4. Install SQL Server with Mixed Mode Authentication
Verify that SQL Server or Express is properly installed and set up for use with AccountMate.
a. Make sure that SQL Server/Express is installed under Mixed Mode to support both SQL and NT Authentication.
b. Be sure to assign a non-blank password to the ‘sa’ SQL login ID. Take note of the password as you will need it to configure the SQL server connection.
c. Take note of the SQL Server/Express Instance name as you will also need it to configure the SQL server connection.
Note: AccountMate does not sell SQL Server. For assistance on installing your SQL Server or Express, refer to your IT Professional.
5. Choose Computer
We recommend that you run the upgrade at the computer that holds the SQL Server/Express. The SQL Client Tools must be installed in the computer where the upgrade is to be performed if, for any reason, you cannot perform the upgrade at the server.
6. Check Disk Space
The physical hard drive that houses your SQL server and data should have free disk space of at least 2-3 times the size of your current AccountMate data.
7. Check Database Compatibility Level
The compatibility level of the AMWSYS, sample and live company databases to be upgraded should be 70 or higher; otherwise, you will encounter syntax errors during the upgrade.
Perform the following steps to verify the compatibility level of the databases using Microsoft SQL Server 2000 or 2005:
a. If you are using Microsoft SQL Server 2000, access the SQL Server Enterprise Manager. If you are using Microsoft SQL Server 2005, access the SQL Server Management Studio.
b. Connect to the SQL Server that holds the AccountMate databases you are going to upgrade.
c. Expand the Databases folder; then, point the cursor to the affected database (e.g. AMWSYS) and right-click on your mouse.
d. Select Properties to display the Properties window. Access the Options page or tab. Verify that the Database Compatibility Level is 70 or higher in the Compatibility Level field. Do this for each of the AMWSYS, sample, and live company databases.
8. Verify Database Properties and Collation Settings
Using SQL Enterprise Manager (SQL Server 2000) or Microsoft SQL Server Management Studio (SQL Server 2005), verify that the Data Files and Transaction Log are set to Automatically Grow File for all the AccountMate databases (i.e. AMWSYS, sample, and live companies). Set the File Growth to at least 10%. You can change the settings back to what they were after the upgrade is complete.
You must verify that the Collation Settings of the source and target SQL servers are the same if you are installing the AccountMate 7 for SQL/Express build in a different SQL server instance than the one where your previous AccountMate build is installed (a.k.a. side-by-side upgrade).
9. Run Reports
Run the GL Transfer Report from each of the non-GL modules that you use. Also generate the GL financial reports (e.g. Balance Sheet, Income Statement, GL Listing, etc.). If you encounter any error (e.g. Out of balance, Transfer date is not defined, etc.), resolve the data problem before proceeding with the upgrade. It is advisable to keep a hard copy of the final, correct reports to compare against the same reports generated after the upgrade.
10. Payroll Module Preparations
Note: Please skip this step if you do not have the Payroll module.
a. Please note that there are extensive data structure changes in version 7 Payroll. As such, we suggest that you generate these reports before the upgrade so you can use them to validate your PR data after the upgrade:
o Payroll Entry Reports
o PR Check Reports
o Management Reports
o Deduction Transactions Report
b. You must perform Period-End Closing in your PR module. PR must be closed through the period that has transactions that have yet to be posted to GL. For example, if you have recorded PR transactions dated up to November 30, 2009 you must close PR through November 2009. Closing the period in PR is necessary to post accounting entries in GL for payroll transactions recorded prior to the version upgrade.
Reminder: Be sure to back up your company data before performing the period-end closing. In case the closing fails, you can restore your database backup.
11. Backup
Back up all live company databases in preparation for performing Period-End Closing. In case of problems, you can restore the databases from your backup and try again. DO NOT SKIP THIS STEP!
After completing all pending Reconcile Bank Account transaction records, you must close the period in the BR module. This is essential for the BR module’s data to be properly upgraded.
The BR period you are closing does not have to match the bank statement period you have reconciled. For example, if the most recent bank reconciliation you have completed is for the June statement period but your current period in BR is July you can still proceed with the Period-End Closing. It is also not necessary for all bank account records to be reconciled for the same statement period. For example, if some but not all your bank accounts have been reconciled for the June statement period you can still proceed with the Period-End Closing. The system only requires that there are no pending bank reconciliation projects in the databases that are to be upgraded.
You must also perform Period-End Closing for your PO/AP modules; however, these modules must be closed through the period that has transactions that have yet to be posted to GL. For example, if you have recorded PO/AP transactions dated up to June 30, 2009 you must close PO/AP through June 2009. Closing the period in PO/AP is necessary to generate the correct information for the succeeding steps.
13. Generate and Export Accrued Received Goods Report
Run the Accrued Received Goods Report sorted by Vendor#. This must be performed in your current AccountMate installation as you will no longer be able to generate this report in AM 7 for PO receipts recorded prior to the upgrade.
Be sure to keep a copy of the said report. You will need it after the upgrade to identify which PO receipts have accrued liabilities. When you post an AP invoice for your PO receipts in AM 7, you can check the receipts against this report and charge the AP invoice against the Accrued Received Goods Liability, if applicable.
Note: You must keep a copy of this report for as long as accrued receipts recorded in your previous AccountMate version are not reversed in your AP invoices. Do not dispose of them after the upgrade until all of the PO receipts in the report have been fully reversed in AP.
14. Download Pre-Upgrade Utility
You can obtain the Pre-Upgrade Utility (accrual.zip) from the Download Center\Conversion and Upgrade Tools section of the AccountMate website. If you are an AccountMate End User, you must ask your AccountMate Solution Provider to download this file for you. You will need this file if you have Accrued Received Goods transactions in your PO module.
15. Run Pre-Upgrade Utility
The Accrued Received Goods Report does not show which accruals have been posted to GL, which is why you need to run the Pre-Upgrade Utility as an additional step.
Extract the content (accrual.sql) of the Pre-Upgrade Utility you downloaded in step 14 to a convenient location. Using SQL Query Analyzer, run the file extracted against the database that you are upgrading. This will generate a special report showing the accruals made for PO receipts that have been transferred to GL but have not yet been reversed or invoiced in AP. When used with the Accrued Received Goods Report, the special report will provide you with the information you need to facilitate the posting of AP invoices in AM 7 for the accruals recorded in your previous AccountMate version.
Save the output of running this script into a directory that can only be accessed by authorized personnel to minimize the risk of deletion. You can print these results for a hard copy that you can use when posting AP invoices for these accruals.
Caution: This must be performed on the correct database, for all databases that you need to upgrade. Moreover, you must not delete or dispose of these files/printouts for as long as the corresponding PO receipts are not yet invoiced / reversed in AM 7.
16. Check Database Owner
Check that all the databases to be upgraded to AM 7 for SQL/Express have ‘vamlogin’ for the database owner. This includes the AMWSYS and sample databases.
17. Check root folder for .fxp, .scx and .sct files
Note: Perform this step only if you are running an in-place upgrade; otherwise, please skip this step and proceed to the next step in this section.
Check your root folder for any *.fxp, *.scx and *.sct files. They are known to cause problems and must be removed before you install the new AM 7 for SQL/Express version. THIS IS A MUST!
18. Rename Folders
Note: Perform this step only if you are running an in-place upgrade; otherwise, please skip this step and proceed to the next step in this section.
Rename the Forms, Patches and RPTMOD folders before installing the new version in the server and in every workstation where AM 7 for SQL/Express will be installed (i.e. AMSQL folder). The installation of the new AM 7 for SQL/Express version will create new Patches and RPTMOD folders. You will have to create the Forms folder in the AccountMate root directory after the upgrade if you buy and modify source code for the new version.
19. Backup
Back up all databases including AMWSYS, sample and any other company databases. Also, back up the front end of your current AccountMate version. In case the upgrade fails or you decide to postpone it for another time, you can delete the AccountMate folder used in the failed upgrade, restore the files from your backup (both the AccountMate folder and the databases) and either try again or reschedule the upgrade. DO NOT SKIP THIS STEP!
B. AM 7 for SQL/Express Installation
Check that no one accesses AccountMate while you perform the installation and upgrade. You can verify this by selecting the Current Login User List function; make sure you are the only user currently logged in. Exit AccountMate and continue with the installation and upgrade.
2. Run Setup.exe
Insert the AM 7 for SQL/Express CD into a CD-ROM drive. Click on Setup.exe if the installer does not automatically run. You will be shown the AccountMate 7.x for SQL or the AccountMate 7.x for Express Setup screen.
3. Select Destination Location
On the Choose Destination Location screen, accept the default Destination Folder by clicking the Next> button; or click the Browse… button to change to the desired path.
o You can choose to install in the same folder where your source AccountMate build is installed (a.k.a. in-place upgrade) or you can install in a different folder (a.k.a. side-by-side upgrade).
o If you choose to perform an in-place upgrade and you are running the installer at the computer where the AccountMate file server is physically located, select that local folder name (e.g. C:\AMSQL).
o If you choose to perform an in-place upgrade and you are running the installer from a machine other than the file server where the previous AccountMate program is physically located, select the network path where the AccountMate folder has been mapped (e.g. F:\AMSQL).
4. Select the “Custom” Installation Option
Click the Next button to proceed to the Setup Type screen. Since you are installing on the server where you will perform the upgrade, make sure that you choose the Custom installation option.
5. AccountMate Product Key
In the Product Key window, enter the 25-character AccountMate Product Key that was given to you for your new AM 7 for SQL/Express package. Should you encounter problems with your Product Key, contact AccountMate Customer Service at 1-800-877-8896 ext 520.
Note: The Product Key is version specific, which means that the product key for version AM 7.6 will not work for any other version and vice versa.
6. Select Components to Install
In the Select Components window, you will see three Components to install. These are:
o Program Files => these are the executable files, which will allow you to run the main AccountMate 7 for SQL/Express program and all its functions and reports.
o Administrator Programs => installs the Administrator program, which will allow you to activate modules, install your license file, create companies, and manage group and user access rights among other functions.
o Run-time Files => will install the Crystal Reports and Visual FoxPro run-time libraries (DLL’s) necessary for running various AccountMate 7 for SQL/Express functions and reports.
Be sure to select the Program Files and Run-time Files checkboxes in this window so that the executable program as well as the Crystal Reports and Visual FoxPro run-time libraries (DLL’s) will be installed.
For the server, the computer where the upgrade will be performed (if other than the server), and those workstations that need to run the Administrator program be sure to mark all three checkboxes, including the one for the Administrator Programs. The Administrator program is required to complete the AccountMate 7 for SQL/Express installation.
Continue with the rest of the installation screens until you see the InstallShield Wizard Complete window.
7. Launch the Administrator Program
Note: Perform this step only if you are running a side-by-side upgrade; otherwise, please skip this step and proceed to step 8 of this section.
Run the AccountMate Administrator program for the new AccountMate build.
a. You should be prompted for the SQL Server or Express instance where your AccountMate 7 data will be stored (Figure 1). Enter in the SQL Server Name field the computer name and the SQL Server or Express instance name (e.g. COMP1\SQL1NSTC); then, press OK.
Figure 1. Select Server
b. At this point, you will be asked for the Default Password; enter go.
c. In the Select Country Tax for Sample Company window, select from the list box the desired country tax for the sample company.
d. Specify the SQL Server data directory where you want to store the AccountMate databases for the new build. Accept the default or select a different SQL Data Directory.
e. If the SQL server is installed in another computer, specify in the Mapped as Directory field the drive letter and the shared network folder to which you mapped the physical location on the database server where the AccountMate databases for the new build will be stored. If you are physically running AccountMate at the same computer where the SQL server data directory is located, the Mapped as Directory should be the same as the SQL Data Directory.
f. Click the Install button; then, when you see a message asking you to confirm whether you are ready to proceed with the installation, click Yes to start the creation of the system and sample company databases for the new AccountMate build.
g. When shown a message stating that the installation of the system and sample company databases is complete, click OK.
h. Click Exit to close the Administrator program.
8. Back up AM 7 for SQL/Express
Back up the AccountMate 7 for SQL/Express front end files you just installed. If you are performing a side-by-side upgrade, be sure to also back up the AMWSYS database created in the SQL server that houses the new build. In case of failure, you can delete the AccountMate folder and databases used in the failed upgrade and restore this backup and the database backup without having to redo the AM 7 for SQL/Express installation. DO NOT SKIP THIS STEP!
C. Upgrading Data
1. Download and Extract Latest Conversion Utility
Make sure you have the latest conversion utility (i.e. Upgrade File for AM 7.4 or higher). The latest version of this file is available for download from the Download Center\Conversion & Upgrade Tools section of the AccountMate website. If you are an AccountMate End User, you must ask your AccountMate Solution Provider to download the file for you.
Extract the contents of the download file (AMCONVERT.zip) into a Convert folder that is accessible from the server where you will perform the upgrade. Verify that the “use folder names” checkbox is marked when extracting the contents of the zip file. Make sure that the Convert folder is shared on your network.
Run Amconvert.exe from the Convert folder where you extracted the conversion file you downloaded from the AccountMate website. You should see the screen shown in Figure 2:
Figure 2. Conversion Profile and Application Directory Selection
a. Select Conversion Profile => choose <New> to create a new profile; otherwise, click the list box to choose one of the profiles you previously set up.
b. Source Application Directory => enter the path where your source AccountMate application folder (i.e. previous build) is located. Alternatively, you can click the ellipsis button to browse for the correct location.
c. Target Application Directory => enter the path where your target AccountMate application folder (i.e. new build) is located. Alternatively, you can click the ellipsis button to browse for the correct location.
Note: If you are running an in-place upgrade, you must enter the same path in the Source and Target Application Directory fields.
After filling in the required information, click the Next button.
If you chose to create a new profile, you should see the following window:
Figure 3a. Save New Conversion Profile
Enter the name you want to assign to the new conversion profile; then, click the Save button.
If you selected an existing profile and made changes to the Source and/or Target Application Directory fields, you should see the following message:
Figure 3b. Update Existing Conversion Profile
Note: If you are performing an in-place upgrade, the utility will display the Select Server window (Figure 1). Enter the computer name and the SQL Server or Express instance name (e.g. COMP1\SQL1NSTC).
3. Conversion Setup
At this point the utility will display the Conversion Setup screen (Figure 4).
Above the grid, the utility displays the source and target application directories. Click the Properties button beside each field to display the Installation Information window (Figure 5) where you can verify that you selected the correct application.
Figure 4. Conversion Setup
Figure 5. Source or Target Application Properties
The grid displays the companies that are in your Source Application Directory (i.e. previous build) including the sample company:
a. Validate => mark this checkbox to validate the company data before performing the upgrade. This checkbox is marked by default. This sets the utility to run the Foreign Key Validation; however, if any issues are found, the conversion program will NOT fix your data. If any issues are found during this step of the upgrade process, use the Foreign Key Checker utility (AMFKCHK.EXE) to fix the data. You will find this file in the Utilities\AMFKCHK_SQL subfolder in the Convert folder where you extracted the conversion files you downloaded from the website.
b. Convert => mark this checkbox to upgrade the company data. This checkbox is marked by default.
c. Last Status => this field displays the status from the last time you attempted to upgrade the company data. If this is the first time you upgrade the company, this field will be blank. For subsequent attempts to upgrade the company, you may find the following information:
o Started – validation or conversion has been started but was abnormally stopped by power outages or computer crashes thereby causing the upgrade to improperly shut down.
o Validation Completed – the source company was selected for validation only and the validation completed without error.
o Validation Failed – errors were encountered during validation of the source company.
o Conversion Completed – the source company was selected for conversion which completed without error.
o Conversion Failed – errors were encountered during conversion of the source company.
o Cancelled – conversion was manually aborted by the user clicking the Cancel button while the conversion was in progress. The Cancel button is only enabled if the conversion process is not set to run automatically.
Notes:
§ You can double-click the Last Status field to display the Conversion History window (Figure 6a). This window shows a separate entry for each time you validate or convert a source company data.
§ Click the Cleanup button in the Conversion History window to delete the upgrade log files. Be sure to do this only if you no longer need the upgrade logs (i.e. upgrade completed successfully and data has been reviewed) as there is no way to retrieve them.
§ Double click the Status field or click the View Log Files button in the Conversion History window to display the Summary window (Figure 6b). This window shows the status of each task that was performed as part of the validation and/or update process.
§ Double click the Status field in the Summary window to view the related upgrade log (Figure 6c).
Figure 6a. Conversion History
Figure 6b. Summary
Figure 6c. Upgrade Log
d. Src #, Src Company Name and Src Bld # => these fields are read-only. They display the company IDs, names and company database build # from the source AccountMate application (i.e. previous build).
e. Trg #, Trg Company Name and Trg DB Name => these fields display what will be the company IDs, names and database names in the target AccountMate application (i.e. new build). Your ability to input data into these fields depends on whether you are performing an in-place upgrade or a side-by-side upgrade.
o In-place upgrades => all three fields are read-only.
o Side-by-side upgrades => all three fields are available for user input. The Trg # and Trg Company Name fields take their default values from the Src # and Src Company Name fields. To overwrite the default target database name, double click the Trg DB Name field. The utility displays the Overwrite Target Database Location window (Figure 7) where you can enter the location where you want to store the company data that will be created by the upgrade process.
Notes:
§ You can double-click the Trg Company Name column caption to view a list of companies already set up in the target AccountMate application.
§ For side-by-side upgrades, the utility will not allow you to use a target company that already exists in the target AccountMate application (i.e. new build). Instead, the utility will create the target company database for you during the upgrade.
§ The target database name must not start with a number (e.g. 1COMP) and it must not contain spaces (e.g. COMP X).
Figure 7. Overwrite Target Database Location
Click Next to proceed. If you are performing a side-by-side upgrade, the utility will display the following screens:
Figure 8. SQL Server Login
Enter the ‘sa’ password and click OK to continue.
At this point, the utility will validate the target company ID and database names to make sure that they do not have duplicates. When this is done, the Validation/Conversion Setup screen will be displayed.
4. Validation/Conversion Setup
This is where you configure the settings that will determine what actions the utility will take during the data validation and/or conversion process:
a. Perform Process Steps Automatically => mark this checkbox to execute the validation and/or conversion processes automatically. This checkbox is marked by default.
b. On Validation Failure => this section defines the action that will be taken if errors are encountered during validation of the selected company data. The options are:
o Abort – choose this option if you want the validation to stop completely the moment errors are encountered. The remaining steps will not be performed for the company that fails the validation nor will they be performed for any of the other selected companies.
o Skip Current Company – choose this option if you want the process to stop just for the company that encounters the validation errors. The utility will stop validating a company’s data the moment the first error occurs but will proceed to validate the other selected companies.
o Continue With Current Company – choose this option if you want the utility to continue validating a company even if errors occur. This sets the utility to run through the entire validation process for each selected company and capture more than just the first error.
c. On Conversion Failure => this section defines the action that will be taken if errors are encountered during conversion of the selected company data. The options are:
o Abort – choose this option if you want the conversion to stop completely the moment errors are encountered. The remaining steps will not be performed for the company that fails during conversion nor will they be performed for any of the other selected companies.
o Skip Current Company – choose this option if you want the process to stop just for the company that encounters the conversion errors. The utility will stop converting a company’s data the moment the first error occurs but will proceed to convert the other selected companies.
o Continue With Current Company – choose this option if you want the utility to continue converting a company even if errors occur. This sets the utility to run through the entire conversion process for each selected company and capture more than just the first error.
Figure 9a. Validation/Conversion Setup – In-place Upgrade
Figure 9b. Validation/Conversion Setup – Side-by-side Upgrade
d. Validation options => this section lists the available validation steps you can choose to perform for the selected companies. Currently, there is only one option:
o Foreign Key Validation – select this option to check the GL Account ID fields for possible foreign key violation errors. This validation must be performed for all AccountMate company databases, including the sample company. If any issues are found, the conversion program will NOT fix your data. If any issues are found during this step of the upgrade process, use the Foreign Key Checker utility (AMFKCHK.EXE) to fix the data. You will find this file in the Utilities\AMFKCHK_SQL subfolder in the Convert folder where you extracted the conversion files you downloaded from the website. The utility comes with a User Guide; be sure to read it thoroughly before using the utility to fix the data.
e. Conversion options => this section lists the additional steps that you can choose to perform along with the main data conversion. The options that will be displayed depend on whether you are performing an in-place upgrade (Figure 9a) or a side-by-side upgrade (Figure 9b):
o Copy Groups and Users – this option is only displayed if you are performing a side-by-side upgrade. In-place upgrades do not need to copy groups and users. When this checkbox is marked, the utility will copy group and/or user records from the source company that do not exist in the target company.
Notes: The utility will observe the following behavior if the Copy Groups and Users checkbox is marked:
§ If a group already exists in both the source and target companies but one of its users does not exist in the target company, the utility will copy the user into the same group in the target company.
§ If a user already exists in both the source and target companies but its group in the source company does not exist in the target company, the utility will copy the group. However, the utility will not reassign the existing user into the newly copied group.
§ The utility does not copy access rights to functions and features.
o Remove Target Company Database On Failure – this option is only displayed if you are performing a side-by-side upgrade. When this checkbox is marked:
§ The utility will delete the target company database that was used in the failed conversion. Upgrade logs will not be deleted until you perform the cleanup process.
§ If you cancel the process in the middle of the conversion, the utility will also delete the target company database used in the interrupted conversion.
o Restrict “Show Customer # in Booked Qty Drilldown” – this option is displayed for both the side-by-side upgrade and in-place upgrade. When this checkbox is marked, all users will be restricted from viewing the Customer # in the Booked Qty Detail Analysis window. This is just a default setting that you can change when you configure user access rights after the upgrade.
o Restrict “Show Vendor # in On-Order Qty Drilldown” – this option is displayed for both the side-by-side upgrade and in-place upgrade. When this checkbox is marked, all users will be restricted from viewing the Vendor # in the On-Order Qty Detail Analysis window. This is just a default setting that you can change when you configure user access rights after the upgrade.
5. Run the Conversion
When you have made your selections, click the Next button.
The following message will be displayed reminding you to back up the AMWSYS database of the target AccountMate application folder before proceeding with the upgrade:
Figure 10. Backup Reminder
Click Yes to proceed. At this point the system will display the Processing Data Validation and Conversion window (Figure 11a). This lists the steps that will be performed based on the selections you made in the Validation/Conversion Setup screen (Figure 9a and 9b).
Note: Some tasks (e.g. Add company information, Create target company database, Copy data from source to target) will only appear in the grid if you are performing a side-by-side upgrade.
Figure 11a. Manual Side-by-side Upgrade Process
Click the Run Next Step button to run the process one step at a time. If you want to run the steps one after the other, click the Run Through The Last Step button. Click Cancel to terminate the process.
Note: These buttons are disabled (Figure 11b) if you mark the Perform Process Steps Automatically checkbox in the Validation/Conversion Setup screen (Figure 9a or 9b).
Figure 11b. Automatic In-place Upgrade Process
At this stage, you will note that the selected companies are being upgraded one database at a time. This can be a prolonged process depending on the number of companies to be upgraded and the size of each company’s data. Please be patient!
When all the selected databases have been upgraded, the utility will display the Summary screen (Figure 12). You can double-click the Status field to display the Summary window where you can view the status of each step in the conversion process and drill down to the upgrade logs.
Click Next to proceed.
Figure 12. Summary Screen and Summary Window
In the Cleanup screen (Figure 13), mark the checkbox of the company for which you want to delete the upgrade logs. Take note that there is no way to retrieve the upgrade logs once they are deleted. It is advisable to keep the logs until you’ve verified the converted data.
Click Finish to exit the conversion utility.
Figure 13. Cleanup Screen
D. Post-Upgrade Process
Activate all your modules.
a. In the Administrator program, select Setup > Licensing > Activate Module. The system will display the Important Notice window that contains the AccountMate License and Copyright Notice. Click on “I Agree” to proceed.
b. Verify the value entered in the space provided for the AccountMate Product Key. If the Product Key supplied is valid, the system will list all the modules that you acquired with a check mark on the Purchase column.
c. To activate a module, click the box in the Activate column beside the module you want to be able to use.
Note: If you entered the AccountMate Product Key upon installation, you will see the same information upon accessing the Activate Module function window. If you purchased any new modules since the new version was installed, you will be issued another Product Key. You must enter the new Product Key in the space provided in the Activate Module window to activate the new modules purchased.
2. Install License File
The AccountMate license is in a License CD that comes with your AM 7 for SQL/Express package. The License CD label shows your company name, Support ID and Product Key. If you notice any discrepancy in your company name or Support ID, please contact Customer Service at 1-800-877-8896 ext. 520.
To install the License File:
a. Insert the License CD into a CD-ROM drive that is accessible from the computer where you will perform the License File installation.
b. Access the AM 7 Administrator program (click on Amsqladm.exe in the AccountMate root directory).
c. Select the Install License File option under the Licensing function on the Setup menu. This will display the Important Notice window. Click “I Agree” to be shown the Install License File dialogue box.
d. Click the ellipsis button beside the License File field and select the path that points to the CD-ROM drive.
e. Click the Install button on the dialogue box to initiate installation of the license.
Notes:
§ You have 90 days from the installation of your new AM 7 version to install the license file. After 90 days, the unregistered copy will expire and you will be locked out of the main AccountMate program until the license is installed.
§ You will also be limited to a database size of approximately 0.25 gigabytes. If your upgraded data has a size that is greater than 0.25 gigabytes, you will be locked out of the main AccountMate program even if you have not exceeded the 90-day grace period: you will only be able to use the program once you have installed your license file.
3. Input PR Tax Subscription Key
Note: If you do not have the Payroll module, please skip this step.
If you have the Payroll module and an active Payroll Tax Subscription, you will be issued a PR Tax Subscription Key. This key controls the states that you will be able to activate in the Payroll module. It also includes information about the tax year covered by your subscription, which in turn determines your ability to manually update the federal and state tax tables for the current tax year.
To input the PR Tax Subscription Key:
a. In the Administrator program, select Setup > Licensing > Input PR Tax Subscription Key.
b. In the space provided, enter the 20-character PR Tax Subscription Key. If the Subscription Key supplied is valid, the system will display in the New Tax Year field the tax year covered by your subscription.
c. You can drill down on the New PR Tax Subscription Key field caption to view the states covered by your subscription.
If you notice any discrepancy with the subscribed tax year or states or if you receive an error message when you enter the Subscription Key, please contact Customer Service at 1-800-877-8896 ext. 520.
4. Run Company Setup
Note: Perform this step only if you are running a side-by-side upgrade; otherwise, please skip this step and proceed to step 6 of this section.
For each company that was upgraded, you must run Company Setup. You must set the Status to Active and configure other settings such as the Error Log Dir and Attachment Dir.
5. Assign Group and User Access Rights
Access the Group/User Setup function. For each company that was upgraded, you must assign access rights to (for side-by-side upgrades) or review the default access rights (for in-place upgrades) assigned to each qualified group and user.
6. Run Credit Card Encryption Utility
Note: If you do not have the Accounts Receivable, Sales Order or Payroll module, please skip this step.
Credit card numbers entered in AM 7 and higher are encrypted in the database. Those coming from older AccountMate for SQL or MSDE versions will have to be encrypted using the utility that comes with the conversion utility.
To encrypt your converted credit card numbers:
a. Locate the fix10009113_9114.zip file in the Utilities\CreditCardEncrypt subfolder in the Convert folder where you extracted the conversion files you downloaded from the website.
b. Extract the contents of the zip file into the AMSQL\Upgrade folder.
c. Verify that no one is running either the main AccountMate program or the AccountMate Administrator program.
d. Launch the CREDITCARDUPDATE.EXE file from Windows Explorer.
e. Choose the live AccountMate company database you upgraded from the drop-down list.
f. Click the Update button to encrypt the credit card numbers.
7. Initialize Modules and Install Latest PR Tax Update
For each activated module that you use, you must access the Housekeeping menu and perform Module Setup.
If you are using the Payroll module and have a PR Tax Subscription for the current tax year, you must also download and install the latest PR tax update. You can obtain the latest PR tax update from the AccountMate Download Center (/download/) and install it in your upgraded system.
Go through the different Maintenance functions and verify that all required fields are set up or assigned the desired values. This must be performed for each module you have activated and initialized. Pay particular attention to the following Maintenance records:
o Inventory Maintenance => verify that a Unit-of-Measurement is assigned to each inventory item record. You must also verify that an inventory item marked for Use in Work Order is not set up to Use Specification, and vice versa. If both checkboxes are marked, you must verify which one you want to apply to the inventory record and unmark the feature that does not apply to the item.
o Bank Account Maintenance => if your company is assigned the Canadian Country Tax setting, you must set the Check Format to Canadian for each applicable bank account.
o Inventory Type Maintenance => verify that a Unit-of-Measurement is assigned to each inventory type record.
o Sales Tax Entity Maintenance => verify that GL Account IDs are assigned to the Sales Taxes Payable and Sales Tax Costs fields of each tax entity record.
o Employee Maintenance => verify the accumulated earnings, paid leave, deductions, and taxes of each employee. You must also verify that the correct Earning Codes, Paid Leave Codes, and Deductions have been assigned to each employee record. Finally, verify the Expense GL Account IDs assigned in the Earning Code tab for each employee record.
o Earning Code Maintenance => verify the assigned Expense GL Account IDs and the Accumulate Paid Leave settings defined for each earning code record.
o Paid Leave Code Maintenance => verify the assigned Accrual Method, Tier settings, and the assigned Liability and Expense accounts.
Notes:
§ Each paid leave code created by the upgrade process will have one tier only. Only the Salaried Base and Carry leave settings will be upgraded.
§ Prior to version 7, the Payroll module did not accrue liability for employee leave benefits. If you want to fully employ the Paid Leave feature in AM 7 you must post an adjusting journal entry in the General Ledger module to record the employee leave balance as of the time you started using AM 7 Payroll.
o Deduction Maintenance => if you are upgrading to AM 7.6 or higher, verify the settings of the Subject Wages checkboxes in the State Taxes Reduction tab. Mark the checkbox if taxable income will be reduced by the deduction amount for the purpose of calculating the employees’ payroll taxes. This setting must be reviewed for every state that you have activated. This is especially true of states that do not have all the pre-tax deductions that the federal government allows. For example, CA does not treat employer contributions to Health Savings Accounts as a pre-tax deduction; thus, the Subject Wages checkbox for the State Code [CA] must be unmarked for the said deduction record. If you are uncertain about how your state treats certain payroll deductions, please consult your tax accountant.
9. Compare GL Transfer Report and GL Financial Statements
Run the GL Transfer Report for your non-GL modules and the GL financial statements (i.e. Balance Sheet, Income Statement, and GL Listing) and compare the information generated against the same reports from your previous AccountMate build. This will help identify any issues that may have resulted from the upgrade and will make it possible for you to correct these problems before data processing is resumed in the new version.
10. Review Upgraded Data (by running reports)
You should run the newly upgraded company in AM 7 and review the data to ensure that everything has been upgraded successfully. Here is a partial list of reports you can run to help verify the upgrade:
o GL : Trial Balance, Income Statement, Balance Sheet
o AR : AR Aging, Payment Distribution Report
o AP : AP Aging, AP Check Register
o SO : Open Order Report, SO Shipment Report
o PO : Backorder Report, PO Received Goods Report
o IC : Inventory Transfer In-Transit Report
o MI : Back Order Report
o BR : Bank Reconciliation Report
o PR : PR Check Register Report, Earning Code Transaction Report, Paid Leave Transaction Report, Deduction Transactions Report, QTD or YTD Tax Withholdings Report
o CL : Consolidated Account Balance Report, Consolidated Account Balance Analysis
11. Perform “Typical” or “Compact” Installation on Workstations
Caution: You need not run the workstation installation on the computer where you performed the server installation. If you previously performed the server upgrade through one of your workstations, running the installer on that same workstation will display the Uninstall AccountMate window.
a. Access each workstation where you will run the new AccountMate version. Insert the AM 7 for SQL/Express CD into a CD-ROM drive. If the installer does not automatically run, click on Setup.exe. You will be shown the AccountMate 7.x for SQL or AccountMate 7.x for Express Setup screen.
b. On the Choose Destination Location screen, accept the default Destination Folder by clicking the Next> button; or click the Browse… button to change to the desired path.
o For workstations with separate client installations: this should be the folder where the old AccountMate program is installed. If a workstation is running on Windows Vista, we strongly recommend that you do NOT install the application in the C:\Program Files directory.
o For mapped workstation installations: since you are installing into a machine other than the file server where your AccountMate program is physically located, select the network path where the AccountMate folder has been mapped (e.g. F:\AMSQL).
c. Click the Next button to proceed to the Setup Type screen. Since you are installing on a workstation, make sure that you choose either the Typical or Compact installation option.
o Choose the Typical option if you want to run a separate client installation from each workstation. This option installs the AM 7 for SQL/Express program and run-time files on the workstation.
o Choose the Compact option if you want to run the AM 7 for SQL/Express program through a mapping from a file server. This option installs just the run-time files on the workstation.
d. Next, the wizard will take you through the selection of a Program Folder, after which the files for the version upgrade will be installed. Click Finish to complete the workstation installation.
12. Post AP Invoices for PO Receipts
When posting an AP invoice in AM 7 for SQL/Express for PO receipts that had been accrued in previous AccountMate versions, you must do the following:
a. Retrieve your Accrued Received Goods report and the report generated from running the accrual.sql script against the corresponding company database.
b. Check whether the AP invoice you are posting pertains to a PO receipt that appears in the report generated from the accrual.sql script. If it does, the said PO receipt has an outstanding accrued obligation in GL.
c. When posting an AP invoice for the said receipt, change the reference account defaulted in your AP Invoice Transactions\GL Distribution tab to the GL Account ID used for your accrued liability for PO receipts. The default reference account will come from the Vendor record. The accrued obligation would have been posted to the GL Account ID defined in the Accrued Received Goods field of the GL Distribution tab in PO Module Setup, unless the value in this field has been changed.
d. Do not post any value in the Reverse Accrued Amount field of the Information Tab in the AP Invoice Transaction screen. The upgrade does not bring over records of PO accrued receipts from your previous AccountMate version.
e. All other AP invoices involving PO receipts that are not in the report generated from the accrual.sql file but which appear as outstanding accruals in the Accrued Received Goods report were never posted to GL. As such, no outstanding obligations have been created for them in GL. For these invoices, you can just post them like you would a regular AP invoice for an obligation that was never processed through PO. This means that you must post it against the corresponding expense or asset GL Account ID. You will not be able to post a reverse accrued amount for it, as there is no record of the accrual in AM 7.
f. For all other AP invoices, post them as you would normally do. This applies to all invoices pertaining to either non-PO transactions or to PO accrued receipts that are posted subsequent to the upgrade to AM 7.
E. Troubleshooting Errors and Messages
The succeeding sections will provide tips for troubleshooting some of the more commonly encountered upgrade error messages.
Launching the Administrator program will no longer trigger the upgrade process. The system will still display a message to let you know that a new build has been detected; however, clicking the OK button will close the AccountMate program. You must run the conversion utility to upgrade your data.
Please verify that you have extracted the conversion files correctly.”
These errors (Figure 14) may occur when you run the conversion program Amconvert.exe. This happens only if there are files or folders that the conversion program needs which are not installed. You may have missing files or folders if you do not mark the “use folder names” checkbox when extracting the contents of the download file AMCONVERT.zip. To resolve this issue, perform step 1 of Part C.
Figure 14. Missing File or Folder Error
3. “Cannot detect the SQL Server instance. Be sure that the AccountMate application has already been run to create the amwsys and sample databases.”
These errors (Figure 15) may occur when you click the Next button in the very first conversion screen. This happens only if the AM 7 AMWSYS and Sample databases are not yet created in the SQL server. To resolve these errors, launch the AccountMate 7 Administrator program. Refer to step 7 in Part B for more details.
Figure 15. Cannot Detect SQL Server Instance Error
4. “Database name should not start with a number.”
You will get this error if the target database name begins with a number (e.g. 1COMP). To resolve this, double click the Trg DB Name field. In the Overwrite Target Database Location window, replace the default Database Name with one that does not being with a number. For more information about how to select a proper target database name, refer to step 3 in Part C.
5. “Database name should not contain space(s).”
You will get this error if the target database name has a space in it (e.g. COMP X). To resolve this, double click the Trg DB Name field. In the Overwrite Target Database Location window, replace the default Database Name with one that does not include spaces. For more information about how to select a proper target database name, refer to step 3 in Part C.
6. Invalid Product Key
This error may be caused by a difference between the product key and the license file. The system checks the information coded in both and verifies that they are for the same End User.
This error may also be the result of using a product key for the wrong version. For example, you cannot use the AM 7.4 product key for an AM 7.5 installation and vice versa.
If you receive this error, contact AccountMate Customer Service.
7. Program Patches Error Message
If you did not rename the Patches folder before performing an in-place upgrade, you will receive the error shown in Figure 16 the moment you launch the main AccountMate program after the upgrade. To resolve this error:
a. Verify whether you still need the program patches. If you are uncertain about this, contact your AccountMate Solution Provider or AccountMate Product Support.
b. If you no longer need the program patches, delete them from the Patches folder by clicking ‘Yes’ in response to the error message.
c. If you still need the program patches, copy them to a folder outside AccountMate before launching the program. When prompted with the error message after launching AccountMate, click ‘Yes’. Copy the program patches back to the Patches folder before you resume processing transactions in the new system.
Figure 16. Program Patches Error
8. Foreign Key Violation Error
One of the possible issues that could cause the upgrade to fail is a foreign key violation. You may find an error log entry similar to the following in the log file:
The UPDATE statement conflicted with the FOREIGN KEY constraint “FK_…” The conflict occurred in database “database name”, table “dbo.tablename”, column ‘cacctid’.
This problem occurs if you did not choose to validate the data in steps 3 and 4 of Part C before performing the upgrade. To resolve this problem, you must:
a. Delete the AM 7 company database and application folder used in the failed upgrade.
b. Restore the AM 7 application folder backup (step 8 of Part B) and the database backup (step 19 of Part A) made prior to the upgrade.
c. Perform steps 2 to 5 of Part C, making sure to mark the Validate and Foreign Key Validation checkboxes for each company you want to upgrade.
9. Recalculate FUTA/SUTA Error
If you did not install the latest PR Tax Subscription program and you perform the Recalculate FUTA/SUTA function in your upgraded system, you may get an error message similar to the following:
“[Microsoft][ODBC SQL Server Driver][SQL Server]INSERT statement conflicted with COLUMN FOREIGN KEY constraint ‘FK_prdist_cwageacc_209A25F7’. The conflict occurred in database ‘sample999’, table ‘glacct’, column ‘cacctid’.
SQL Stmt: insert into prdist(cuid, cempno, cwageacc, ctaxacc, ctogl, ctrsno, dpost, nwageamt, ntaxamt, ndistpct) values(?pcUid, ?Prtrst.cEmpNo, “, ?Prempg.cTaxacc, ‘F,?Prtrst.cTrsNo, ?Prtrst.dPost, 0, ?pnTaxAmt, ?Prempg.nDistPct)”
To resolve this issue, be sure to install the latest PR Tax Subscription program.
Downloads: The following can also be obtained from our website; visit: /businesspartner/info/downloads/conversion_upgrades.asp
· Upgrade File for AM 7.4 or higher
· Pre-Upgrade Utility