AccountMate Version 6.5 for SQL/MSDE
Program Update from
AccountMate Version 6 or 6.5 for SQL/MSDE
UPDATE INSTRUCTIONS
As of May 09, 2005
Important!! Read this document first.
Do not run the AccountMate 6.5 (AM 6.5) for SQL/MSDE update until you read and thoroughly understand all pages of this document. If you have any questions about the update process after reading this material, please contact our Technical Support team at (415) 883-1019 or via email at conversion@accountmate.com before you attempt the update.
What’s New?
This entire document has been revised to better address your update needs. This document is broken into two parts:
· Checklist – step-by-step list of the procedures to be performed
· Installation & Update Details – detailed discussion of the procedures specified in the checklist
CHECKLIST
Note: For a detailed discussion of the specific steps in the checklist below, please refer to the Installation & Update 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. Install SQL Server or MSDE |
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4. Choose Computer |
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5. Check Disk Space |
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6. Check Database Compatibility Level |
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7. Verify Database Properties |
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8. Run Reports |
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9. Backup |
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10. Configure ODBC DSN |
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11. Check Database Owner |
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12. Check root folder for .fxp, .scx and .sct files |
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13. Rename Folders |
B. AM Version 6.5 for SQL/MSDE 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. Back up AM 6.5 for SQL/MSDE |
C. Updating Data
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1. Download and Extract Latest Update Scripts |
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2. Launch Administrator |
D. Post-Update Process
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1. Activate Modules |
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2. Initialize Modules |
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3. Compare GL Transfer Report and GL Financial Statements |
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4. Review Updated Data (by running reports) |
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5. Perform “Typical” Installation on Workstations |
E. Troubleshooting Errors and Messages
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1. Update does not occur |
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2. Invalid Product Key |
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3. Program Patches Error Message |
--- Checklist Ends (Detailed Discussion Follows) ---
INSTALLATION & UPDATE DETAILS
A. Pre-installation Steps
This data migration program is designed to update:
o Databases on AccountMate 6 for SQL, Build MS601a or higher to AccountMate 6.5 for SQL, Build MS605a or higher; or
o Databases on AccountMate 6.5 for SQL, Build MS604a to AccountMate 6.5 for SQL, Build MS605a or higher; or
o Databases on AccountMate 6 for MSDE, Build MD601a or higher to AccountMate 6.5 for MSDE, Build MD605a or higher; or
o Databases on AccountMate 6.5 for MSDE, Build MD604a to AccountMate 6.5 for MSDE, Build MD605a or higher.
Check the build number of your current installation by accessing the “About 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 update program.
Verify that the build number on the update CD is MS605A/MD605a or higher. If you want to update to any other build contact AccountMate Technical Support at (415) 883-1019, conversion@accountmate.com or call Customer Service at 1-800-877-8896 ext 752.
To use the generic update program, your AM 6 or 6.5 for SQL/MSDE system and data structure must be unmodified. This update will remove any modifications or custom reports in the source AM 6 or 6.5 for SQL/MSDE system. If you still need your customizations, you must have a programmer apply them into your new build.
If you modified the data structure or system, please do not proceed. Instead, email our Development Consulting Service, devconsulting@accountmate.com. Regular consulting charges will apply.
Verify that your SQL Server or MSDE is properly installed and set up for use with AccountMate.
If you are installing AM 6.5 for MSDE, an MSDE installer is included in your update CD. To run the MSDE installer from the update CD, insert the CD into a CD-ROM drive. Using Windows Explorer, access the setup.exe file from the MSDE_Installer folder. Follow Microsoft guidelines to complete the installation.
If you are installing AM 6.5 for SQL, make sure that your SQL Server is installed under Mixed Mode to support both SQL & NT Authentication.
Note: AccountMate does not sell SQL Server. For assistance on installing your SQL Server or MSDE, refer to your IT Professional.
4. Choose Computer
We recommend that you run the update at the computer that holds the SQL server/MSDE. If for any reason you cannot perform the update at the server, run it at a computer that has the SQL Client Tools.
5. Check Disk Space
You should have free disk space of at least 2-3 times the size of your current AM 6 or 6.5 for SQL/MSDE data in the server drive that holds your data.
6. Check Database Compatibility Level
The compatibility level of the AMWSYS, Sample and live company databases to be updated should be higher than 65; otherwise, you will encounter syntax errors during the update.
To verify the compatibility level of the databases using Microsoft SQL Server 2000, perform the following steps:
a. Access the SQL Server Enterprise Manager.
b. Connect to the SQL Server that holds the databases you are going to update.
c. Expand the Databases folder; 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 tab. In the Level field in the Compatibility section, make sure that the Database Compatibility Level is not 65 or lower. Do this for each of the AMWSYS, Sample, and live company databases.
If you are using Microsoft SQL Server 7.0, contact your System Administrator for help in determining whether your databases meet the required compatibility level.
7. Verify Database Properties
Using SQL Enterprise Manager, 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 company). Set the File Growth to at least 10%. You can change the settings back to what they were after the update is completed.
8. 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 update. It is advisable to keep a hard copy of the final, correct reports to compare against the same reports generated after the update.
Back up all databases including AMWSYS, Sample and any other company databases. Back up your AM 6 or 6.5 for SQL/MSDE front end as well. In case the update fails or you decide to postpone it for another time, you can delete the VAM/SQL folder used in the failed update, restore the files from your backup (both the VAM/SQL folder and the databases) and either try again or reschedule the update. DO NOT SKIP THIS STEP!
10. Configure ODBC DSN
Before installing AM 6.5 for SQL/MSDE, be sure that your System DSN is configured correctly for AccountMate. Verify that:
a. Your System Data Source name is “mssql_vam”.
b. Type in the correct SQL Server/MSDE 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 verify that your test results will read, “Tests completed successfully”.
The procedures described above must be performed on the server and on every workstation that will run the AM 6.5 for SQL/MSDE program.
Check that all the databases to be updated to AM 6.5 for SQL/MSDE have ‘vamlogin’ for the database owner. This includes the AMWSYS and Sample databases.
12. Check root folder for .fxp, .scx and .sct files
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 6.5 for SQL/MSDE build. THIS IS A MUST!
In the server and in every workstation where AM 6.5 for SQL/MSDE will be installed (i.e., VAMSQL folder), rename the Forms, Patches and RPTMOD folders before installing the new build. The installation of the new AM 6.5 for SQL/MSDE build will create new Forms, Patches and RPTMOD folders.
B. AM Version 6.5 for SQL/MSDE Installation
1. Verify Exclusive Access
Check that no one accesses AccountMate while you perform the installation and update. 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 update.
2. Run Setup.exe
Insert the AM 6.5 for SQL/MSDE CD into a CD-ROM drive. If the installer does not automatically run, click on Setup.exe. You will be shown the Visual AccountMate for SQL/MSDE 6.5 (Build MS60xa/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.
o This should be the folder in which your source AM 6 or 6.5 for SQL/MSDE program is installed.
o If you are running the installer at the machine where the AM 6 or 6.5 for SQL/MSDE file server is physically located, select that local folder name (e.g., C:\VAMSQL).
o If you are running the installer from a machine other than the file server in which your source AM 6 or 6.5 for SQL/MSDE program is physically located, select the network path where the AM 6 or 6.5 for SQL/MSDE folder has been mapped (e.g., F:\VAMSQL).
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 update, 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 6.5 for SQL/MSDE. 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 MS606a 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:
o Programs => these are the executable files, which will allow you to run the main AccountMate 6.5 for SQL/MSDE program and all its functions and reports.
o 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.
o Run-time Files => will take care of installing the Crystal Reports and Visual FoxPro run-time libraries (DLL’s) necessary for running various AccountMate 6.5 for SQL/MSDE 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 update 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 6.5 for SQL/MSDE installation and to perform the update.
Continue with the rest of the installation screens until you see the InstallShield Wizard Complete window.
7. Back up AM 6.5 for SQL/MSDE
Back up the AccountMate 6.5 for SQL/MSDE front end files you just installed. In case of failure, you can delete the VAM/SQL folder used in the failed update and restore this backup without having to redo the AM 6.5 for SQL/MSDE installation.
C. Updating Data
1. Download and Extract Latest Update Scripts
Make sure you have the latest update scripts (i.e., Update File for AM6.5 for SQL/MSDE). This 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.
Extract the contents of the download file (MS_AM6orAM65.zip) into the VAMSQL\Upgrade folder.
Launch the Administrator program; you should see a message telling you that a new program has been detected (Figure 1). Click Yes on the message box to proceed with the update.
Figure 1. Update Dialogue Box
The next screen (Figure 2) is a reminder to download the latest version of the update scripts and instructions from the Conversion and Upgrades section of the AccountMate website. If you have already performed these steps, click on Yes to proceed to the next screen.
Figure 2. Update Dialogue Box
Before proceeding with the update, the system will remind the user to make a backup of the various existing databases used in AccountMate 6 or 6.5 for SQL/MSDE, including AMWSYS (Figure 3). This is most important and must be complied with at all times.
Figure 3. Update Dialogue Box
Click the Yes button. At this stage, you will note that the system is being updated one database at a time starting with AMWSYS. This can be a prolonged process depending on the number of companies to be updated and the size of each company’s data. Please be patient!
Figure 4. Update Status Window
When all the databases have been updated, you will get the message shown above.
Figure 5. Help/About AccountMate Screen
One way of verifying that you have successfully completed the update is by checking the information contained in the Help/About AccountMate 6.5 for SQL/MSDE window. Check that the Build#, System DBC Version and Company DBC Version are as shown in Figure 5. The Program Directory will not necessarily change since this is just the directory/path where the AccountMate 6.5 for SQL/MSDE front end is installed.
D. Post-Update Process
1. 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.
2. 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.
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 AM 6 or 6.5 for SQL/MSDE build. This will help identify any issues that may have resulted from the update and will make it possible for you to correct these problems before data processing is resumed in the new system.
4. Review Updated Data (by running reports)
You should run the newly updated company in AM 6.5 for SQL/MSDE 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 update:
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 update 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 6.5 for SQL/MSDE build will be run. Insert the AM 6.5 for SQL/MSDE CD into a CD-ROM drive. If the installer does not automatically run, click on Setup.exe. You will be shown the Visual AccountMate for SQL/MSDE 6.5 (Build MS60xa/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.
o This should be the folder in which your source AM 6 or 6.5 for SQL/MSDE program is installed.
o Since you are running the installer from a machine other than the file server in which your source AM 6 or 6.5 for SQL/MSDE program is physically located, select the network path where the AM 6 or 6.5 for SQL/MSDE folder has been mapped (e.g., F:\VAMSQL).
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 build update will be installed. Click Finish to complete the workstation installation.
E. Troubleshooting Errors and Messages
The succeeding sections will provide tips for troubleshooting some of the more commonly encountered update error messages.
This usually happens when the files for the new build are not properly installed or when the backup is not properly restored after a failed update. To resolve this:
a. Make sure that the main VAMSQL program and the Administrator program for the new AM 6.5 for SQL/MSDE build is properly installed. Check the modified date of the vamsql.exe and vadsql.exe in the VAMSQL folder from which you are running the update.
b. Make sure you are running the Administrator program, and not the main VAMSQL program. Only the Administrator program will trigger the build update.
c. If you are launching the Administrator program from a program shortcut, verify that the shortcut is mapped to the VAMSQL folder in which you installed the new AM 6.5 for SQL/MSDE build.
d. If you have previously performed a failed update, make sure that you have restored the backup made of your source AM 6 or 6.5 for SQL/MSDE AMWSYS and live company databases.
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 client.
This error may also be the result of using a product key for the wrong build. For example, you cannot use the MS605a product key for an MS606a installation and vice versa.
If you receive this error, contact AccountMate Customer Service.
3. Program Patches Error Message
If you did not rename the Patches folder before performing the update, you will receive the error shown in Figure 6 the moment you launch the main AccountMate program after the update. To resolve this error:
a. Verify whether you still need the program patches. If you are uncertain about this, contact your AccountMate Reseller or AccountMate Technical 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 6. Program Patches Error
Downloads: The following can also be obtained from our website; visit: /businesspartner/info/downloads/conversion_upgrades.asp
· Update File for AM 6.5 for SQL/MSDE