AccountMate 7.x for SQL/Express
Conversion from
AccountMate/LAN 6.5
CONVERSION INSTRUCTIONS
As of November
28, 2007
Important!!
Read this document first.
Do not
run the AccountMate 7.x for SQL/Express (AM 7.x) 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 e-mail at support@accountmate.com before you
attempt the conversion.
What’s New?
This entire document has
been designed to address your conversion needs. This document is made up of 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(s) has (have) been
updated:
o
Pre-installation
Steps
o
Converting Data
o
Post-Conversion
Process
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 |
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2.
Conversion 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.
Run Reports |
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8.
Payroll Module Preparations |
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9.
Backup |
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10.
Perform Data Validation Procedures |
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11.
Verify Data Set Size |
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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-Conversion Utility |
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15.
Run Pre-Conversion Utility |
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16.
Configure ODBC DSN |
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17.
Backup |
B. AccountMate 7.x for SQL/Express Installation
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1.
Run Setup.exe |
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2.
Select Destination Location |
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3.
Select the “Custom” Installation Option |
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4.
AccountMate Product Key |
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5.
Select Components to Install |
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6.
Launch the Administrator Program |
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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 7.x for SQL/Express |
C. Converting Data
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1.
Verify Exclusive Access |
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2.
Download and Extract Latest Conversion Utility |
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3.
Run Foreign Key Checker |
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4.
Run convert.exe |
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5.
Select Installation Folder |
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6.
Select Database |
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7.
Choose Location for Temporary Databases |
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8.
Perform Data Integrity Check |
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9.
Complete Conversion |
D. Post-Conversion Process
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1.
Input PR Tax Subscription Key |
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2.
Initialize Modules and Install Latest PR Tax Update |
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3.
Access Maintenance Records |
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4.
Compare GL Transfer Report and GL Financial Statements |
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5.
Review Converted Data (by running reports) |
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6.
Perform “Typical” or “Compact” Installation on Workstations |
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7.
Post AP Invoices for |
E. Troubleshooting Errors and Messages
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1.
“VAM/LAN and AccountMate 7.x for SQL company does not have the same
account segment definition. Do you want to overwrite the account segment
definition in AccountMate 7.x 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.
“AccountMate for LAN and AccountMate for SQL company do not have the
same number of fiscal periods. Conversion cannot proceed.” |
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4.
“AccountMate for LAN and AccountMate for SQL company do not have the
same fiscal year start dates. Conversion cannot proceed.” |
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5.
Conversion failure during Step 5 (Upload Data to SQL Server) |
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6.
Conversion failure during Step 6 (Convert LAN to AM/SQL) |
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7.
Foreign Key Violation Error |
--- Checklist Ends
(Detailed Discussion Follows) ---
INSTALLATION & CONVERSION DETAILS
A.
Pre-installation Steps
This data migration program is designed to convert:
o
Databases on AccountMate/LAN Version 6.5 (AM/LAN 6.5), Build LN601
or higher to any of the following:
§
AccountMate
7.1 for SQL (AM/SQL 7.1) or higher; or
§
AccountMate 7.1 for Express (AM/Express 7.1) or higher
o
Databases on AccountMate/LAN Version 6.5 (AM/LAN 6.5), Build LN603
with Upgraded PR to any of the following:
§
AccountMate
7.2 for SQL (AM/SQL 7.2) or higher; or
§
AccountMate 7.2 for Express (AM/Express 7.2) or higher
o
Databases on AccountMate/LAN Version 6.5 (AM/LAN 6.5), Build LN604
with Upgraded PR to any of the following:
§
AccountMate
7.3 for SQL (AM/SQL 7.3) or higher; or
§
AccountMate 7.3 for Express (AM/Express 7.3) or higher
Check the build number of your current installation
by accessing the “About AccountMate” or “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 version number
on the new AccountMate CD is one of the target versions specified above. If you
want to convert to any other version contact AccountMate Product Support at
(415) 883-1019, support@accountmate.com
or call Customer Service at 1-800-877-8896 ext 752.
Please take note of these conversion limitations
that affect the following modules:
a. BR Module:
There are data structure differences between AM 7.x 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 conversion. Refer to step 12 of this section for
more information.
b.
c. SM Module:
Group and User records are not converted. Any reports created using the Custom
Reports feature are also not converted. You must re-create the Group and User
records when installing AM 7.x and, if applicable, re-create the Custom Reports
after the conversion.
3.
Do Modifications Exist?
To use the generic conversion program, your current
AccountMate system and data structure must be unmodified. If you still need your customizations after
the conversion, you must have a programmer apply them to your new version.
If you modified
the data structure or system, please do
not proceed. Instead, e-mail 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.
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 ODBC DSN connection.
c. Take
note of the SQL Server/Express Instance name as you will also need it to
configure the ODBC DSN connection and to create the AccountMate databases in
the database server.
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 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.
6.
Check Disk Space
You should have free disk space of at least 5 times
the size of your current AccountMate data in the computer where you intend to
perform the conversion and in the drive that will hold the AccountMate 7.x for
SQL/Express databases.
7. 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.
8.
Payroll Module Preparations
Note: If you do not have
the Payroll module, please skip this
step.
If you have the Payroll module, please note
that there are extensive data structure changes in version 7 Payroll. As such, we
suggest that you generate these
reports before the conversion so you can use them to validate your PR
data after the conversion:
o
Payroll Entry Reports
o
PR Check Reports
o
Management Reports
o
Deduction Transactions
Report
9. Backup
Back up all live company databases in preparation
for performing Data Validation Procedures and Period-End Closing. In case
of problems, you can restore the databases from your backup and try again. DO
NOT SKIP THIS STEP!
10. Perform Data Validation Procedures
Run the Validate
Database and Rebuild Table Indexes
functions for each company to be converted. If you encounter any error, correct
the problem; then, make another backup of the affected database before proceeding
with the conversion.
11. Verify Data Set Size
By default, o
Note: A data set is a combination of the DBF, CDX and FPT files that store a
particular type of data in AM/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.
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 converted.
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 July 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 converted.
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 July
31, 2007 you must close PO/AP through July 2007. 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.x for
Be sure to keep a copy
of the said report. You will need it after the conversion to identify
which
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 conversion until all of the PO receipts in the report have
been fully reversed in AP.
14. Download Pre-Conversion Utility
You can obtain the Pre-Conversion
Utility (accrual_ln.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 Reseller to
download this file for you. You will need this file if you have Accrued
Received Goods transactions in your
15. 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 14 to the data directory of the AccountMate
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
c. Click
on the close button (marked “X”). The system will automatically generate an
Excel file showing the 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 only be accessed by authorized
personnel 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 that
you need to convert. Moreover, you must not delete or dispose of
these files/printouts for as long as the corresponding
16. Configure ODBC DSN
Note: If you
are converting to AM 7.3 or higher, please
skip this step.
Before installing AM
7.x, verify 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 7.x program.
Verify that:
a. Your
System Data Source name is “AMMS”.
b. Type in
the correct SQL Server/Express instance name.
c. Set the
ODBC to use SQL Server Authentication.
d. Mark
the check box “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”.
17. Backup
Back up the entire AccountMate
LAN folder; in case the conversion fails or you decide to postpone it for
another time, you can delete the AccountMate folder used in the failed conversion,
restore the files from your backup and either try again or reschedule the
conversion. DO NOT SKIP THIS STEP!
B.
AccountMate 7.x for SQL/Express Installation
Insert the AccountMate 7.x 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 the AccountMate 7.x for Express
Setup screen.
2. 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 will find it most
convenient to run AM 7.x.
Note: You must install AM 7.x
in a separate folder than the one that holds your current AccountMate
installation. In case the conversion fails and you decide to postpone it for
another time, you will be able to easily go back to your previous AccountMate
version.
3. 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.
4.
AccountMate Product Key
In the Product
Key window, enter
the 25-character AccountMate Product Key
printed on the License File CD that
was shipped to you with your AM 7.x package. Should you encounter problems with
your Product Key, contact AccountMate Customer Service at 1-800-877-8896 ext
752.
Note: The
Product Key is version specific, which means that the product key for version 7.3
will not work for any other version and vice versa.
5.
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 AM 7.x program and all its functions and reports.
o
Administrator Program => installs the
o
Run-time Files => will install the Crystal Reports and Visual
FoxPro run-time libraries (DLL’s) necessary for running various AM 7.x functions
and reports.
Be
sure to select the Program Files 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
Continue with the rest
of the installation screens until you see the InstallShield Wizard Complete
window.
6.
Launch the Administrator Program
Run the AccountMate Administrator program either
from your desktop or the AccountMate program folder.
If you are converting to AM 7.3 or higher, you should be prompted for the SQL Server or
Express instance where your AccountMate data is stored (Figure 1). Enter the
computer name and the SQL Server or Express instance name (e.g. COMP1\SQL1NSTC);
then, press OK.
Note: Those who are converting to AM7.2 or lower versions
will not see this message.
Figure 1. Select Server Dialogue Box
At this point, AccountMate will automatically create
the system database and the sample company database on the SQL server.
a. When prompted for the default password, enter “go”.
b. When prompted for a country tax setting for the sample
company, select the option that most closely represents the sales tax system
that applies to your own company; then, click OK.
c. When asked for the SQL and Mapped data directories, accept
the default or enter the correct path. The SQL Data Directory is the folder on
the server where Microsoft SQL Server is installed. The Mapped as Directory is
the path that represents the mapping you made to the SQL Data Directory on the
workstation from where you are running the Administrator program.
d. When asked if you want to continue
with the installation of the AccountMate databases, click Yes.
e. Wait until the system displays a
message stating that the system and sample company databases have been
successfully installed; then, click OK.
7.
Activate Modules
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 on 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.
8.
Install License File
The AccountMate license is in a License File CD that comes with your
AccountMate 7.x for SQL/Express package. The License File 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. 752.
To install the License
File:
a. Insert the
License File 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.x 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
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 7.x 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 converted 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.
9.
Create Company
In
AM 7.x, create the company to which you will be converting your AccountMate LAN
data. You can do this through Company
Setup. Make sure it has the same information as the AccountMate 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 AccountMate LAN is in small
letters, make sure that the Description you specify in AM 7.x is also in small
letters.
o
Number of fiscal periods
o
Fiscal Period Interval – if you choose a 12-period fiscal year setting, you
must choose the “1 Month(s)” option as the other options are not available in
previous AccountMate version releases.
o
First Day 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 that the above eight settings in the AM 7.x
company be identical to those of the AccountMate LAN company 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 7.x for SQL/Express
Back up the AM 7.x 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. DO NOT SKIP THIS STEP!
C.
Converting Data
Check that no one
accesses the source AccountMate LAN company you are converting and the AM 7.x 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 AccountMate LAN and AM 7.x programs; then, continue with the conversion.
2.
Download and Extract Latest Conversion
Utility
Make
sure you have the latest conversion utility (i.e. Conversion File for AM7.x). 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 Reseller to download
these files for you.
Extract the contents of the download file LAN_to_MS7.zip into the AM 7.x
application folder. When extracting the contents of the zip file, verify that
the “overwrite existing files” and “use folder names” checkboxes are marked.
Note: If you
are converting to AM 7.2 or lower, please
skip this step.
Locate the Foreign Key Checker (AMFKCHKL.EXE) in the Convert
subfolder of your AM 7.x application folder.
This tool must be run
against all AccountMate databases, including the sample company. It
checks for possible foreign key violation errors that could occur during the conversion process.
Depending on the validation results, you must fix the data and then create
another backup before proceeding with the conversion. The Convert folder also
contains the AccountMate for LAN Foreign
Key Checker Utility_User Guide (PDF). Please read this document carefully
before using the tool.
4.
Run Convert.exe
Run CONVERT.EXE from the Convert folder of your AM 7.x application folder.
You should see the following reminder:
Figure 2. Conversion Dialogue Box
Click Yes to proceed.
5.
Select Installation Folder
The second form (Figure 3)
will ask you for the location of your source AccountMate LAN installation. This
is the directory path where your AccountMate LAN program can be found.
Figure 3. AccountMate LAN Installation Directory
6.
Select Database
The third form (Figure 4)
will ask you for the name of the source AccountMate LAN company database and
the target AM 7.x company database. Key settings for both companies will be
compared. If they are not the same, an error message will be generated.
Figure 4. 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.
7.
Choose Location for Temporary
Databases
Another form will ask you
for the AM 7.x data drive and its mapped drive. The AM 7.x SQL Data Dir is the
physical drive in the server that contains the SQL database files (i.e. AMDATA
directory). The mapped drive is the logical drive that is mapped to the SQL
data drive. If the SQL Server database resides in the computer where you are
performing the conversion, the mapped drive is the same as the SQL data drive.
If you are working from a computer on the network, check through the AM 7.x Administrator
Program’s Company Setup of your target company for the correct drive
information.
The forms shown in
Figures 5 and 6 will not be displayed if you have previously run the conversion
program and the temporary SQL database has already been created.
Figure 5. Temporary SQL Database
Figure 6. Temporary SQL Database
8.
Perform Data Integrity Check
You should now be able
to see the main conversion interface. Run Step 1, Check LAN Data Integrity. This
step checks for possible primary key violations. The program will generate
a log if it finds data problems in your AccountMate LAN data. You must fix
the AccountMate LAN data before proceeding with the conversion. This procedure will save you time if your data set
is large.
9.
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 at any step, the conversion
program will display a message and provide you with another error log.
When you reach Step 5 of the conversion
process, a DOS screen will appear beside the Conversion screen. If you have a
large data set, the DOS screen may appear for an extended period of
time. Don’t terminate the process unless you are 100% certain that the SQL
server is locked up. Click OK to continue.
If the conversion successfully goes through Step 6,
you will see a message like the one shown in Figure 7.
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 must manually
delete the temporary database (lntemp) created in your SQL server for this
conversion, and clear the Work folder.
Figure 7.
Conversion Status Screen
D.
Post-Conversion Process
1. 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. The PR
Tax Subscription Key is printed
on the AccountMate 7.x for SQL/Express License
File CD, provided that your Payroll Subscription was active at the time the
new version was shipped to you. 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
printed on the AccountMate 7.x for SQL/Express License File CD. 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. 752.
2.
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 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 you do not have the
latest PR tax updates, you must download them from the
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
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.
Note: If you convert to AM 7.2 or
higher, you must also verify the Expense GL Account IDs assigned in the Earning
Code tab of the Employee Maintenance function.
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 conversion process will have one
tier only. Only the Salaried Base
and Carry leave settings will be converted.
§
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.
4.
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 conversion
and will make it possible for you to correct these problems before data
processing is resumed in the new version.
5. Review Converted Data (by running reports)
You
should run the newly converted company in AM 7.x 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,
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
6.
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 conversion 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 AccountMate
7.x 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.
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 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 AccountMate program and run-time files on the
workstation.
o
Choose the Compact
option if you want to run the AccountMate 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 new version will be installed. Click Finish to complete the workstation
installation.
e. Configure ODBC DSN on each workstation unless you
are converting to AM 7.3 or higher. Refer to step 16 in Part A for more
information.
7.
Post AP Invoices for
When posting an AP invoice in AM 7.x
for
a.
Retrieve
your Accrued Received Goods report and the report generated from running the accrual_ln.exe
file against the corresponding AccountMate LAN company database.
b.
Check
whether the AP invoice you are posting pertains to a
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
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
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
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
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 7.x target company does
not match that of the source AccountMate LAN company. To resolve this, click
“Yes” on the message window. This will change the account segment definition of
your AM 7.x target company to match that of the AccountMate 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
will not allow.
If you choose to view
the data integrity check’s log file, you will see information similar to the
one shown in Figure 8. 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 must fix your AccountMate
LAN data using Visual FoxPro. In this example, any empty non-nullable date
field (e.g. Create Date) must be filled in with the correct data before you can
continue.
Figure 8. Sample Check LAN Data Integrity Error Log File
3.
“AccountMate for LAN and AccountMate
for SQL company do not have the same number of fiscal periods. Conversion
cannot proceed.”
This error is generated when the AccountMate LAN
company and the AM 7.x 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 7.x; then, create another company and make sure that the
number of fiscal periods matches that of the source AccountMate LAN company
data. Back up the AM 7.x company data before resuming the conversion.
4.
“AccountMate for LAN and AccountMate
for SQL company do not have the same fiscal year start dates. Conversion cannot
proceed.”
This is generated when the AccountMate LAN company
and the AM 7.x 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 7.x; then, create another company and make sure that the
First Day of the Fiscal Year matches that of the source AccountMate LAN company
data. Back up the AM 7.x company data before resuming the conversion.
5.
Conversion failure during Step 5
(Upload Data to SQL Server)
If the conversion fails at Step 5, perform the
following:
a.
Do not click the Clean up
button; instead, close the conversion program.
b.
All files used in Step 5 are located in the Convert\Upsize directory. The log files
have the .LOG extension and there is
one file created for each table. Each table must be fixed in the AccountMate
LAN database before proceeding with the conversion. The log file includes
the following information:
o
Number of records affected by the insert/conversion
operation
o
Errors
Note: When you open each *. log file with Notepad, use the
search function to look for the key word “Error”. 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 AM 7.x company
database to its pre-conversion state.
o
If you choose NOT to delete the AM 7.x company
database, you can restore the backup you made prior to conversion (step 10 of
Part B). Nobody must access the company database at the time you restore
the backup.
o
If you deleted the AM 7.x company database, you must
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 (step 10 of Part
B).
o
If ever a backup was NOT made before running the
conversion program, do the following:
i.
If the AM 7.x company database was NOT deleted
during conversion, delete it using the AccountMate
ii.
Create a new company in AM 7.x. The company
settings should match the setup of the company in AccountMate LAN.
e.
Make
sure you correct all the errors listed in each *.LOG file; then, run the
conversion program again.
6. Conversion failure during Step 6 (Convert LAN to AM/SQL)
If the conversion fails at Step 6, perform the
following:
a.
Do not click the Clean up
button; instead, close the conversion program.
b.
All files used in Step 6 are located in the Convert\Upgrade directory. All log
files have the .LOG extension. Depending on the target build,
there will be at least three LOG files. All errors are to be fixed in the AccountMate
LAN database before proceeding with the conversion.
Note: When you open each *. log file with Notepad, use the
search function to look for the key word “Msg” to find the errors
that are causing the conversion to fail.
c.
Follow
steps 5c-e above.
7. Foreign Key Violation Error
One of the possible issues that could cause the
conversion to fail during step 6 is a foreign key violation. You may find an
error 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 do not perform step 3 of Part C (Run Foreign Key
Checker) before performing the conversion. To resolve this problem, you must:
a. Delete the AM 7.x company database used in the
failed conversion.
b. Restore the backup made prior to conversion
(step 10 of Part B).
c. Run the
foreign key checker utility against your AccountMate LAN database (step 3 of
Part C).
Downloads: The
following can also be obtained from our website; visit: /businesspartner/info/downloads/conversion_upgrades.asp
·
Conversion File for AM7
· Pre-Conversion Utility
· Check File Corruption Utility