AccountMate/SQL or MSDE 6.5 Conversion from
VAM/LAN Version 3 or 5
CONVERSION INSTRUCTIONS
As of March 22, 2007
Important!! Read this document first.
Do not run the AccountMate/SQL or MSDE 6.5 (AM/SQL or MSDE 6.5) conversion until you read and thoroughly understand all pages of this document. If you have any questions about the conversion process after reading this material, please contact our Product Support team at (415) 883-1019 or via email at support@accountmate.com before you attempt the conversion.
What’s New?
This entire document has been revised to better address your conversion needs. This document is broken into two parts:
· Checklist – step-by-step list of the procedures to be performed
· Installation & Conversion Details – detailed discussion of the procedures specified in the checklist
The following section has been updated:
· Pre-installation Steps: Do Modifications Exist?
CHECKLIST
Note: For a detailed discussion of the specific steps in the checklist below, please refer to the Installation & Conversion Details section.
A. Pre-installation Steps
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1. Correct Version/Build |
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2. Do Modifications Exist? |
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3. Choose Computer |
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4. Check Disk Space |
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5. Download Pre-Conversion Utility |
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6. Run Reports |
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7. Backup |
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8. Perform Data Validation Procedures |
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9. Verify Data Set Size |
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10. Configure ODBC DSN |
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11. Close PO/AP |
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12. Generate and Export Accrued Received Goods Report |
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13. Run Pre-Conversion Utility |
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14. Backup |
B. AccountMate/SQL or MSDE 6.5 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. Activate Modules |
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8. Install License File |
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9. Create Company |
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10. Back up AM/SQL or MSDE 6.5 |
C. Converting Data
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1. Download and Extract Latest Conversion Utility |
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2. Run convert.exe |
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3. Select Installation Folder |
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4. Select Database |
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5. Choose Location for Temporary Databases |
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6. Perform Data Integrity Check |
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7. Complete Conversion |
D. Post-Conversion Process
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1. Initialize Modules |
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2. Access Maintenance Records |
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3. Compare GL Transfer Report and GL Financial Statements |
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4. Review Converted Data (by running reports) |
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5. Perform “Typical” Installation on Workstations |
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6. Post AP Invoices for PO Receipts |
E. Troubleshooting Errors and Messages
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1. “VAM/LAN and AccountMate 6.5 for SQL company does not have the same account segment definition. Do you want to overwrite the account segment definition in AccountMate 6.5 for SQL?” |
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2. “Data errors were detected by the conversion program at Step # 1. Please fix your data first before you continue with the upgrade program. You can print the data integrity checking log file(s) from [xxx\convert\work]. Would you like to view the data integrity checking log file(s)?” |
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3. “This conversion program does not work for Build xxx + MS60x.” |
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4. “VAM/LAN and VAM/SQL companies do not have the same number of fiscal periods. Conversion cannot proceed.” |
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5. “VAM/LAN and VAM/SQL companies do not have the same fiscal year start date. Conversion cannot proceed.” |
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6. Conversion failure during Step 5 |
--- Checklist Ends (Detailed Discussion Follows) ---
INSTALLATION & CONVERSION DETAILS
A. Pre-installation Steps
This data migration program is designed to convert:
o Databases on VAM/LAN Version 3, Build LN310 or higher to any of the following:
§ AccountMate 6.5 for SQL, Build MS605a or higher; or
§ AccountMate 6.5 for MSDE, Build MD605a or higher
o Databases on VAM/LAN Version 5, Build LN501 or higher to any of the following:
§ AccountMate 6.5 for SQL, Build MS605a or higher; or
§ AccountMate 6.5 for MSDE, Build MD605a or higher.
Check the build number of your current installation by accessing the “About Visual AccountMate” function under the Help menu. If it is on a build lower than the ones listed above, you must update to one of the required builds before you can use this conversion program.
Verify that the build number on the new CD is MS605A/MD605a or higher. If you want to convert to any other build contact AccountMate Product Support at (415) 883-1019, support@accountmate.com or call Customer Service at 1-800-877-8896 ext 752.
To use the generic conversion program, your VAM/LAN 3 or 5 system and data structure must be unmodified. If you still need your customizations after the conversion, you must have a programmer apply them in your new build.
If you modified the data structure or system, please do not proceed. Instead, email our Development Consulting Service, devconsulting@accountmate.com, to inquire about the procedures to modify the generic conversion program to work with your modified AccountMate data or system. Regular consulting charges will apply.
We recommend that you run the conversion at the computer that holds the SQL server. If for any reason you cannot perform the conversion at the server, run it at a computer that has the SQL Client Tools.
4. Check Disk Space
You should have free disk space of at least 5 times the size of your current VAM/LAN 3 or 5 data in the computer where you intend to perform the conversion and in the drive that will hold the AccountMate for SQL or MSDE databases.
5. Download Pre-Conversion Utility
You can obtain the Pre-Conversion Utility (accrual_ln.zip) from the Conversion and Upgrades section of the AccountMate website. If you are an AccountMate End User, you will need to have your AccountMate Reseller download these files for you. You will need this file if you have Accrued Received Goods transactions in your PO module.
6. 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 conversion. It is advisable to keep a hard copy of the final, correct reports to compare against the same reports generated after the conversion.
Backup all live company databases in your VAM/LAN 3 or 5 system in preparation for performing Data Validation Procedures and Period-End Closing in PO or AP. In case of problems, you can restore the databases from your backup and try again. DO NOT SKIP THIS STEP!
8. Perform Data Validation Procedures
Perform the Validate Database and Rebuild Table Indexes functions for each company to be converted. If errors are encountered, correct the problem then make another backup of the affected database before proceeding with the conversion.
9. Verify Data Set Size
Our conversion program is designed to handle VAM/LAN Data sets with a maximum combined file size (combined size of the DBF + CDX + FPT) of 1.5 GB by default. If your VAM/LAN Data folder contains files with a combined file size that exceeds 1.5 GB per data set, you must create a file called CVMAXFSZ.CFG where you type in a value that is less than 1.5 GB (expressed in megabytes). Store the file in the Convert folder of your VAM\SQL directory. The conversion program will use the file size you defined in CVMAXFSZ.CFG to split the VAM/LAN Data files to be used in the data migration. Using the file CVMAXFSZ.CFG allows the conversion program to convert data sets of up to 145 GB combined file size.
Note: A data set is a combination of the DBF, CDX and FPT files that store a particular type of data in VAM/LAN. For example, APVEND.DBF, APVEND.CDX and APVEND.FPT all store AP Vendor File information and constitute one data set. It is the combined size of the three APVEND.* files that is compared against the default 1.5 GB data set size limitation.
10. Configure ODBC DSN
Before installing AccountMate/SQL or MSDE 6.5, be sure that your System DSN is configured correctly for AccountMate. The procedures described below must be performed on the server and on every workstation that will run the AM/SQL or MSDE 6.5 program.
Verify that:
a. Your System Data Source name is “mssql_vam”.
b. Type in the correct SQL Server name.
c. Set the ODBC to use SQL Server Authentication.
d. Mark the box for “Connect to SQL Server to obtain default settings for the additional configuration options”.
e. Use ‘sa’ for the login ID and use a valid password and, as much as possible; do not use a blank password.
f. Test the connection and be sure that your test results will read, “Tests completed successfully”.
Perform Period-End Closing for your PO/AP modules through the most current period. If your current period is January 2005, close PO/AP through January 2005. This must be performed to keep your system updated and is necessary to generate the correct information for the next two steps described below.
12. Generate and Export Accrued Received Goods Report
Run the Accrued Received Goods Report sorted by Vendor#. This must be performed in your VAM/LAN 3 or 5 installation as you will no longer be able to generate this report in AM/SQL OR MSDE 6.5 for PO receipts posted prior to the conversion.
Be sure to keep a copy of the said report. You will need it after the conversion to identify which PO receipts have accrued liabilities. When you post an AP invoice for your PO receipts in AM/SQL OR MSDE 6.5, 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 VAM/LAN 3 or 5 are not reversed in your AP invoices. Do not dispose of them after the conversion until all of the PO receipts in the report have been fully reversed in AP.
13. Run Pre-Conversion 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-Conversion Utility as an additional step. Follow the steps defined below:
a. Extract the content (accrual_ln.exe) of the Pre-Conversion Utility you downloaded in step 5 to the data directory of the VAM/LAN company database you are converting.
b. Run the file extracted against the database that you are converting. 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/SQL OR MSDE 6.5 for VAM/LAN 3 or 5 accruals.
c. Click on the close button (marked “X”). The system will automatically generate an Excel file showing the exact same information as the utility you just ran. This Excel file will be called ACCRUAL.XLS by default and will be stored in your company database directory. If you have previously run the utility and have kept the Excel file under its default name, the system will prompt you to overwrite the existing file with the new output.
Save the results from running this file into a directory that can be accessed by authorized personnel only to minimize the risk of deletion. You can print the Excel file 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 in VAM/LAN 3 or 5 that you need to convert. 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/SQL OR MSDE 6.5.
14. Backup
Back up the entire VAM/LAN 3 or 5 folder; in case the conversion fails, you can restore the files from your backup. DO NOT SKIP THIS STEP!
B. AccountMate/SQL or MSDE 6.5 Installation
Check that no one accesses the source VAM/LAN 3 or 5 company you are converting and the AM/SQL OR MSDE 6.5 system while you perform the conversion. You can verify this by selecting the Current Login User List function; make sure you are the only user currently logged in. Exit the VAM/LAN 3 or 5 and AccountMate/SQL or MSDE 6.5 programs and continue with the conversion.
2. Run Setup.exe
Insert the AM/SQL OR MSDE 6.5 CD into a CD-ROM drive. If the installer does not automatically run, click on Setup.exe. You will be shown the AccountMate for SQL 6.5 (Build MS60xa) or the AccountMate for MSDE 6.5 (Build MD60xa) 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. This should be the folder in which you would find it most convenient to run AM/SQL OR MSDE 6.5.
4. Select the “Custom” Installation Option
Click on the Next button to proceed to the Setup Type screen. Since you are installing on the server where you will perform the conversion, 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 supplied to you upon purchase of AccountMate/SQL or MSDE 6.5. Should you encounter problems with your Product Key, contact AccountMate Customer Service at 1-800-877-8896 ext 752.
Note: The Product Key is build specific, which means that the product key for build MS607a will not work for any other build and vice versa.
6. Select Components to Install
In the Select Component window, you will see three Components to install. These are:
· Programs => these are the executable files, which will allow you to run the main AccountMate/SQL or MSDE 6.5 program and all its functions and reports.
· Administrator => 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.
· Run-time Files => will take care of installing the Crystal Reports and Visual FoxPro run-time libraries (DLL’s) necessary for running various AccountMate/SQL or MSDE 6.5 functions and reports.
Be sure to select the Programs and Run-time Files option boxes 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 conversion will be performed (if other than the server), and those workstations that need to run the Administrator program be sure to check off all three options, including the option for Administrator. The Administrator program is required to complete the AccountMate/SQL or MSDE 6.5 installation and to perform the conversion.
Continue with the rest of the installation screens until you see the InstallShield Wizard Complete window.
7. Activate Modules
Activate all your modules.
a. In the Administrator program, select Setup > Licensing > Activate Module. The system will draw up 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 on the box in the Activate column alongside 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 build 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.
8. Install License File
The license file does not come with your AccountMate package. You have to obtain it by sending or faxing us the completed Request for License Disk form that comes with your package. If you do not have the said form, please download it from either the Business Partner home page or End User home page of the AccountMate website. You can also contact Customer Service at 1-800-877-8896 ext. 752 to ask for a form.
If you already have your license file, you should go ahead and install it. To install the License File:
a. Store the License File in a directory that is accessible from the computer where you will perform the License File installation.
b. Access the AccountMate/SQL or MSDE 6.5 Administrator program (click on Amwadsql.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 followed by the Install License File dialogue box.
d. Click the ellipsis button beside the License File field and select the path where the license file is stored.
e. Click on 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/SQL OR MSDE 6.5 build to install the license file. After 90 days, the unregistered copy will expire and you will be locked out of the program until the license is installed.
§ You will also be limited to a database size of approximately 0.10 gigabytes. If your converted data is of a size that is greater than 0.10 gigabytes, you will be locked out of the main AccountMate program even if you have not exceeded the 90-day grace period, and will only be able to use the program once you have installed your license disk file.
9. Create Company
Create the Company to which you will be converting your VAM/LAN data. You can do this through Company Setup. Make sure it has the same information as the VAM/LAN company database being converted for the following fields:
o GL Account Segment Definition - the structure as well as the major segment and, where applicable, the fund segment. For example, the Description [ID] is case sensitive. If the Description you created in VAM/LAN is in small letters, make sure that the Description you specify in AccountMate/SQL or MSDE 6.5 is also in small letters.
o Number of fiscal periods
o First Day of the of the Fiscal Year
o Current Fiscal Year
o Home Currency
o Fund or Non-Fund Company Setup
o Consolidation Setup (i.e., no consolidation, parent or subsidiary)
Notes:
§ The conversion requires the above seven settings in the AM/SQL OR MSDE 6.5 company be identical to that of the VAM/LAN 3 or 5 company that you are converting.
§ Create Groups and Users and assign access rights to the Company database you created through the Group/User Setup function.
10. Back up AM/SQL OR MSDE 6.5
Back up the AccountMate/SQL or MSDE 6.5 company database you just created. In case of failure, you can restore this backup and resume the conversion without having to recreate your target company database.
C. Converting Data
1. Download and Extract Latest Conversion Utility
Make sure you have the latest conversion utility (i.e., Conversion File for AM6.5). The latest version of the file is Version V03 Build CLQ307 which is available for download from the Support and Services\Conversion & Upgrades section of the AccountMate website. If you are an AccountMate End User, you will need to have your AccountMate Reseller download these files for you.
a. Extract the contents of the download file (LAN_to_MS.zip) into a convenient location.
b. One of the files extracted is setup.exe. Run this application; you should be able to see the AccountMate Data Conversion from AM/LAN (Build 307) screen.
c. Continue with the rest of the installation wizard until you get to the Choose Destination Location screen. In this screen the user is asked for the path where the conversion program (convert.exe) will be installed. It is in this path that the conversion installer will create a “Convert” folder where it will store all the conversion program files. You must specify the location of your AccountMate/SQL or MSDE 6.5 installation; otherwise, the conversion won’t work.
Run CONVERT.EXE from the Convert folder of your AccountMate/SQL or MSDE 6.5 program folder.
3. Select Installation Folder
The first form (Figure 1) will prompt you for the location of your source VAM/LAN installation. This is the directory path where your VAM/LAN program can be found.
Figure 1. VAM/LAN Installation Directory
4. Select Database
The second form (Figure 2) will prompt you for the name of the source VAM/LAN company database and the target AccountMate/SQL or MSDE 6.5 company database. Key settings for both companies will be compared. If they are not the same, an error message will be generated.
Figure 2. Database Selection
If everything is set up properly, you will then be asked if a backup of your target company has already been made. Click Yes to proceed.
5. Choose Location for Temporary Databases
Another form will prompt you for the AccountMate/SQL or MSDE 6.5 data drive and its mapped drive. The AccountMate/SQL or MSDE 6.5 data drive is the physical drive in the server that contains the SQL database files (i.e., VAMDATA directory). The mapped drive is the logical drive that is mapped to the SQL/MSDE data drive. If the SQL Server/MSDE database resides in the computer from where you are performing the conversion, the mapped drive is the same as the SQL/MSDE data drive. If you are working from a computer on the network, check through the AccountMate/SQL or MSDE 6.5 Administrator Program’s Company Setup of your target company for the correct drive information.
The forms shown in Figures 3 and 4 will not be displayed if you have previously run the conversion program and the temporary SQL database has already been created.
Figure 3. Temporary SQL Database
Figure 4. Temporary SQL Database
6. Perform Data Integrity Check
You should now be able to see the main conversion interface. Run Step 1, Check Data Integrity. This step checks for possible primary key violations. The program will generate a log when it finds data errors from your VAM/LAN data. You must fix the VAM/LAN data before proceeding with the conversion. This procedure will save you time if your data set is large.
7. Complete Conversion
If there is no error, you can choose to do either an unattended conversion or perform each step of the conversion manually. The option to “Perform the following steps automatically” will allow unattended conversion. If an error occurs in any of the steps, the conversion program will display a message and provide you with another error log.
When you reach Step 5 of the conversion process, you will see a blank DOS screen appear beside the Conversion screen. If you have a large data set, the blank DOS screen may appear for an extended period of time. Don’t terminate the process unless you are 100% certain that the SQL/MSDE server is locked up. Click OK to continue.
If the conversion successfully goes through Step 5, you will see a message like the one shown in Figure 5.
After the conversion, you can click the Clean up button to delete the temporary database and files. If you close the Conversion screen without doing clean up, you will need to manually delete the temporary database (lntemp) created in your SQL/MSDE server for this conversion and clear the Work folder.
Figure 5. Conversion Status Screen
D. Post-Conversion Process
1. Initialize Modules
For each activated module that you use, you will need to go into Housekeeping and perform Module Setup.
If you are using the PR module and have a PR Subscription for the current tax year, you will also need to verify that you have the latest PR tax updates installed. You can check this by running the Federal/State/Local Tax Table Maintenance functions. You can obtain the latest PR tax updates from the AccountMate Download Center (/download/).
Go through the different Maintenance functions and verify that all required fields are set up or assigned the desired values. This includes, but is not limited to, setting up and assigning Revenue Codes and a GL Account ID for Inventory In-transit. This must be performed for each module you have activated and initialized.
3. 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 VAM/LAN 3 or 5 build. This will help identify any issues that may have resulted from the conversion and will make it possible for you to correct these problems before data processing is resumed in the new system.
4. Review Converted Data (by running reports)
You should run the newly converted company in AM/SQL OR MSDE 6.5 and review the data to ensure everything has been converted successfully. Here is a partial list of reports you can run to help verify the conversion:
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, Accrued 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 Reports, Deduction Transactions Report
o CL: Consolidated Account Balance Report, Consolidated Account Balance Analysis
5. Perform “Typical” 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 conversion through one of your workstations, running the installer on that same workstation will bring up the Uninstall AccountMate window.
a. Access each workstation in which the new AM/SQL OR MSDE 6.5 build will be run. Insert the AM/SQL OR MSDE 6.5 CD into a CD-ROM drive. If the installer does not automatically run, click on Setup.exe. You will be shown the AccountMate for SQL 6.5 (Build MS60xa) or AccountMate for MSDE 6.5 (Build MD60xa) 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.
c. Click on the Next button to proceed to the Setup Type screen. Since you are installing on a workstation, make sure that you choose the Typical installation option.
d. Next, the wizard will take you through the selection of a Program Folder, after which the runtime files for the new build will be installed. Click Finish to complete the workstation installation.
e. Configure ODBC DSN on each workstation. Make sure that the ODBC System DSN is set to use SQL Authentication and connect to SQL/MSDE server using ‘sa’ for the login name. You will also need the correct password for the ‘sa’ account.
6. Post AP Invoices for PO Receipts
When posting an AP invoice in AccountMate/SQL or MSDE 6.5 for PO receipts that had been accrued in VAM/LAN 3 or 5, you must do the following:
a. Retrieve your Accrued Received Goods report and the report generated from running the accrual_ln.exe file against the corresponding VAM/LAN 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_ln.exe file. 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 obligations 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 conversion does not bring over records of PO accrued receipts from VAM/LAN 3 or 5.
e. All other AP invoices involving PO receipts that are not in the report generated from the accrual_ln.exe 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 will need to 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 AccountMate/SQL or MSDE 6.5.
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 conversion to AccountMate/SQL or MSDE 6.5.
E. Troubleshooting Errors and Messages
The succeeding sections will provide tips for troubleshooting some of the more commonly encountered conversion error messages.
This happens when the account segment definition in your AM/SQL OR MSDE 6.5 target company does not match that of the source VAM/LAN company. To resolve this, click “Yes” on the message window. This will change the account segment definition of your AM/SQL OR MSDE 6.5 target company to match that of the VAM/LAN company being converted. You can then proceed with the rest of the conversion.
This error is caused by different types of primary key violations. For example, it may be caused by records with empty non-nullable fields that SQL/MSDE will not allow.
If you choose to view the data integrity check log file, you will see information similar to the one shown in Figure 6. If the report is long, you can print it using Notepad. Please take note of the file name and the location displayed next to the label Log File.
You need to fix your VAM/LAN data using Visual FoxPro. In this example, any empty non-nullable date field (e.g., Post Date and Create Date) must be filled with the correct data before you can continue.
Figure 6. Sample Check Data Integrity Error Log File
3. “This conversion program does not work for Build xxx + MS60x.”
This error comes up when the conversion program is used to convert from or to an AccountMate build with which the conversion file is not compatible. Make sure that you use the correct file for the type of AccountMate conversion you are trying to perform. Refer to the section on Correct Version/Build in this document for more information.
4. “VAM/LAN and VAM/SQL companies do not have the same number of fiscal periods. Conversion cannot proceed.”
This error is generated when the VAM/LAN company and the AccountMate/SQL or MSDE 6.5 target company do not have the same Number of Fiscal Periods. The Number of Fiscal Periods is defined during Company Setup. To resolve this error, do not proceed with the conversion. Delete the target company created in AM/SQL OR MSDE 6.5; then, create another company and make sure that the number of fiscal periods matches that of the source VAM/LAN company data. Backup the AM/SQL OR MSDE 6.5 company data before resuming the conversion.
5. “VAM/LAN and VAM/SQL companies do not have the same fiscal year start date. Conversion cannot proceed.”
This is generated when the VAM/LAN company and the AccountMate/SQL or MSDE 6.5 target company do not have the same First Day of the Fiscal Year. The First Day of the Fiscal Year is defined during Company Setup. To resolve this error, do not proceed with the conversion. Delete the target company created in AM/SQL OR MSDE 6.5; then, create another company and make sure that the First Day of the Fiscal Year matches that of the source VAM/LAN company data. Backup the AM/SQL OR MSDE 6.5 company data before resuming the conversion.
6. Conversion failure during Step 5
If the conversion fails in Step 5 as it tries to enter records into the SQL/MSDE database, perform the following:
a. Do not click the Clean up button; instead, close the conversion program.
b. Open the file UPGRADE.LOG in the \Work folder under the conversion program folder, \Convert, to see why it failed. This text file contains all logged information during the conversion process, which includes the following:
o Number of records affected by the insert/conversion operation
o Errors
Note: When you edit the Upgrade. log file with Notepad, use the search function to look for the key word “Msg.” You will find the errors that are causing the conversion to fail.
c. Correct all errors identified in the log before resuming conversion for the same company.
d. Restore the backup of the target AccountMate/SQL or MSDE 6.5 company database to its pre-conversion state.
o If you chose NOT to delete the AccountMate/SQL or MSDE 6.5 company database, you can restore the backup you made prior to conversion. Nobody must access the company database at the time you restore the backup.
o If you deleted the AccountMate/SQL or MSDE 6.5 company database, you need to create another target company. You do not have to worry about the account segment definition because you can overwrite that when you restore your backup. Restore the company database from the backup made.
o If ever a backup was NOT made before running the conversion program, do the following:
i. If the AccountMate/SQL or MSDE 6.5 company database was NOT deleted during conversion, delete it using the AccountMate Administrator program.
ii. Create a new company in AccountMate/SQL or MSDE 6.5. The company settings should match the setup of the company in VAM/LAN.
e. Make sure you correct all the errors listed in the UPGRADE.LOG file; then, run the conversion program again.
Downloads: The following can also be obtained from our website; visit: /businesspartner/info/downloads/conversion_upgrades.asp
§ Conversion File for AM/SQL OR MSDE 6.5
§ Pre-Conversion Utility