AccountMate Version 6.5 for SQL

Program Upgrade from

VAM/SQL Version 4 or 5

UPGRADE INSTRUCTIONS

As of March 22, 2007

 

Important!! Read this document first.

Do not run the AccountMate 6.5 (AM 6.5) for SQL 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 (415) 883-1019 or via email at support@accountmate.com before you attempt the upgrade.

 

What’s New?

 

This entire document has been revised to better address your upgrade needs. This document is broken into 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:

·         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 & Upgrade Details section.

 

A.    Pre-installation Steps

 

 

1.        Correct Version/Build

 

2.        Do Modifications Exist?

 

3.        Choose Computer

 

4.        Check Disk Space

 

5.        Check Database Compatibility Level

 

6.        Verify Database Properties

 

7.        Download Pre-Upgrade Utility

 

8.        Run Reports

 

9.        Backup

 

10.    Configure ODBC DSN

 

11.    Check Database Owner

 

12.    Check root folder for .fxp, .scx and .sct Files

 

13.    Close PO/AP

 

14.    Generate and Export Accrued Received Goods Report

 

15.    Run Pre-Upgrade Utility

 

16.    Rename Folders

 

17.    Backup

 

B.    AM Version 6.5 for SQL Installation

 

 

1.      Verify Exclusive Access

 

2.      Run Setup.exe

 

3.      Select Destination Location

 

4.      Select the “Custom” Installation Option

 

5.      AccountMate Product Key

 

6.      Select Components to Install

 

7.      Back up AM 6.5 for SQL

 

C.    Upgrading Data

 

 

1.      Download and Extract Latest Upgrade Scripts

 

2.      Launch Administrator

 

D.    Post-Upgrade Process

 

 

1.      Activate Modules

 

2.      Install License File

 

3.      Initialize Modules

 

4.      Access Maintenance Records

 

5.      Compare GL Transfer Report and GL Financial Statements

 

6.      Review Upgraded Data (by running reports)

 

7.      Perform “Typical” Installation on Workstations

 

8.      Post AP Invoices for PO Receipts

 

E.     Troubleshooting Errors and Messages

 

 

1.      Upgrade does not occur

 

2.      Invalid Product Key

 

3.      Program Patches Error Message

 

 

 

 

 

--- Checklist Ends (Detailed Discussion Follows) ---

INSTALLATION & UPGRADE DETAILS

 

A.   Pre-installation Steps

 

1.     Correct Version/Build

 

This data migration program is designed to upgrade:

 

o       Databases on VAM/SQL Version 4, Build MS401 or higher to AccountMate 6.5 for SQL, Build MS605a or higher; or

 

o       Databases on VAM/SQL Version 5, Build MS501 or higher to AccountMate 6.5 for SQL, Build MS605a 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 upgrade program.

 

Verify that the build number on the upgrade CD is MS605A or higher. If you want to upgrade 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.

 

2.     Do Modifications Exist?

 

To use the generic upgrade program, your VAM/SQL 4 or 5 system and data structure must be unmodified. This upgrade will remove any modifications or custom reports in the source VAM/SQL 4 or 5 system. If you still need your customizations, 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 upgrade program to work with your modified AccountMate data or system. Regular consulting charges will apply.

 

3.     Choose Computer

 

We recommend that you run the upgrade at the computer that holds the SQL server. If for any reason you cannot perform the upgrade 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 2-3 times the size of your current VAM/SQL 4 or 5 data in the server drive that holds your data.

 

5.     Check Database Compatibility Level

 

The compatibility level of the AMWSYS, Sample and live company databases to be upgraded should be higher than 65; otherwise, you will encounter syntax errors during the upgrade. 

 

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 upgrade.

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.

 

6.     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 upgrade is completed.

 

7.     Download Pre-Upgrade Utility

 

You can obtain the Pre-Upgrade Utility (accrual.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.

 

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 upgrade. It is advisable to keep a hard copy of the final, correct reports to compare against the same reports generated after the upgrade.

 

9.     Backup

 

Back up all live company databases in preparation for performing 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!

 

10. Configure ODBC DSN

 

Before installing AM 6.5 for SQL, 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 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”.

 

The procedures described above must be performed on the server and on every workstation that will run the AM 6.5 for SQL program.

 

11. Check Database Owner

 

Check that all the databases to be upgraded to AM 6.5 for SQL 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 build. THIS IS A MUST!

 

13. Close PO/AP

 

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.

 

14. Generate and Export Accrued Received Goods Report

 

Run the Accrued Received Goods Report sorted by Vendor#. This must be performed in your VAM/SQL 4 or 5 installation as you will no longer be able to generate this report in AM 6.5 for SQL for PO receipts posted 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 6.5 for SQL, 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/SQL 4 or 5 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.

 

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 7 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 6.5 for SQL for VAM/SQL 4 or 5 accruals.

 

Save the results from running this script into a directory that can be accessed by authorized personnel only 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 in VAM/SQL 4 or 5 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 6.5 for SQL.

 

16. Rename Folders

 

In the server and in every workstation where AM 6.5 for SQL 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 build will create new Forms, Patches and RPTMOD folders. 

 

17. Backup

 

Back up all databases including AMWSYS, Sample and any other company databases. Back up your VAM/SQL 4 or 5 front end as well. In case the upgrade fails or you decide to postpone it for another time, you can delete the VAM/SQL folder used in the failed upgrade, restore the files from your backup (both the VAM/SQL folder and the databases) and either try again or reschedule the upgrade. DO NOT SKIP THIS STEP!

B.   AM Version 6.5 for SQL Installation

 

1.     Verify Exclusive Access

 

Check that no one accesses VAM 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 6.5 for SQL 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 6.5 (Build MS60xa) 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 VAM/SQL 4 or 5 program is installed.

 

o   If you are running the installer at the machine where the VAM/SQL 4 or 5 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 VAM/SQL 4 or 5 program is physically located, select the network path where the VAM/SQL 4 or 5 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 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 supplied to you upon purchase of AM 6.5 for SQL. 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:

 

o        Programs => these are the executable files, which will allow you to run the main AM 6.5 for SQL 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 AM 6.5 for SQL 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 upgrade 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 AM 6.5 for SQL installation and to perform the upgrade. 

 

Continue with the rest of the installation screens until you see the InstallShield Wizard Complete window.

 

7.     Back up AM 6.5 for SQL

 

Back up the AM 6.5 for SQL front end files you just installed. In case of failure, you can delete the VAM/SQL folder used in the failed upgrade and restore this backup without having to redo the AM 6.5 for SQL installation.

 

C.   Upgrading Data

 

1.     Download and Extract Latest Upgrade Scripts

 

Make sure you have the latest upgrade scripts (i.e., Upgrade File for AM6.5 for SQL). 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.

 

2.     Launch Administrator

 

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 upgrade.

 

 

Figure 1. Upgrade Dialogue Box

 

The next screen (Figure 2) is a reminder to download the latest version of the upgrade 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. Upgrade Dialogue Box

 

Before proceeding with the upgrade, the system will remind the user to make a backup of the various existing databases used in AM 6.5 for SQL, including AMWSYS (Figure 3). This is most important and must be complied with at all times.    

 

 

Figure 3. Upgrade Dialogue Box

 

Click the Yes button. At this stage, you will note that the system is being upgraded one database at a time starting with AMWSYS. 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!

 

 

Figure 4. Upgrade Status Window

 

When all the databases have been upgraded, you will get the message shown above.  

 

 

Figure 5. Help/About AccountMate Screen

 

One way of verifying that you have successfully completed the upgrade is by checking the information contained in the Help/About AccountMate 6.5 for SQL window. Check that the Build#, System DBC and Company DBC Versions are as shown in Figure 5. The Program Directory will not necessarily change since this is just the directory/path where the AM 6.5 for SQL front end is installed.

D.   Post-Upgrade 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.     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 AM 6.5 for SQL 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 6.5 for SQL 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 upgraded 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.

 

3.     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. If the upgrade overwrites your PR tax tables, you must obtain the latest PR tax updates from the AccountMate Download Center (/download/) and install them in your upgraded system.

 

4.     Access Maintenance Records

 

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.

 

5.     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/SQL 4 or 5 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 system.

 

6.     Review Upgraded Data (by running reports)

 

You should run the newly upgraded company in AM 6.5 for SQL 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 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, 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

 

7.     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 upgrade 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 build will be run. Insert the AM 6.5 for SQL 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 6.5 (Build MS60xa) 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 VAM/SQL 4 or 5 program is installed.

 

o   Since you are running the installer from a machine other than the file server in which your source VAM/SQL 4 or 5 program is physically located, select the network path where the VAM/SQL 4 or 5 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 upgrade will be installed. Click Finish to complete the workstation installation.

 

8.     Post AP Invoices for PO Receipts

 

When posting an AP invoice in AM 6.5 for SQL for PO receipts that had been accrued in VAM/SQL 4 or 5, 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 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 upgrade does not bring over records of PO accrued receipts from VAM/SQL 4 or 5.

 

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 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 longer any record of the accrual in AM 6.5 for SQL.

 

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 6.5 for SQL.

 

E.    Troubleshooting Errors and Messages

 

The succeeding sections will provide tips for troubleshooting some of the more commonly encountered upgrade error messages.

 

1.     Upgrade does not occur

 

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 upgrade. To resolve this:

 

a.      Make sure that the main VAMSQL program and the Administrator program for the new AM 6.5 for SQL 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 upgrade.

b.      Make sure you are running the Administrator program, and not the main VAMSQL program. Only the Administrator program will trigger the build upgrade.

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 AM 6.5 for SQL build.

d.      If you have previously performed a failed upgrade, make sure that you have restored the backup made of your source VAM/SQL 4 or 5 AMWSYS and live company databases.

 

2.     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 client.

 

This error may also be the result of using a product key for the wrong build. For example, you cannot use the MS606a product key for an MS607a 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 upgrade, you will receive the error shown in Figure 6 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 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

·         Upgrade File for AM 6.5 for SQL

·         Pre-Upgrade Utility