AccountMate 7.x for SQL/Express
Program Upgrade from
AccountMate 6 or 6.5 for SQL/MSDE
or
VAM/SQL 4 or 5
UPGRADE INSTRUCTIONS
As of November
28, 2007
Important!!
Read this document first.
Do not
run the AccountMate 7 (AM 7) for SQL/Express upgrade until you read and
thoroughly understand all pages of this document. If you have any questions
about the upgrade process after reading this material, please contact our Product
Support team at (415) 883-1019 or via e-mail at support@accountmate.com before you
attempt the upgrade.
What’s New?
This entire document has
been designed to address your upgrade needs. This document is made up of two
parts:
·
Checklist –
step-by-step list of the procedures to be performed
·
Installation &
Upgrade Details – detailed discussion of
the procedures specified in the checklist
The following section(s) has (have) been
updated:
·
Pre-installation
Steps
·
Upgrading Data
·
Post-Upgrade
Process
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
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1.
Correct Version |
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2.
Upgrade Limitations |
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3.
Do Modifications Exist? |
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4.
Install SQL Server with Mixed Mode Authentication |
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5.
Choose Computer |
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6.
Check Disk Space |
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7.
Check Database Compatibility Level |
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8.
Verify Database Properties |
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9.
Run Reports |
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10.
Payroll Module Preparations |
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11.
Backup |
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12.
Close PO/AP and BR |
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13.
Generate and Export Accrued Received Goods Report |
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14.
Download Pre-Upgrade Utility |
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15.
Run Pre-Upgrade Utility |
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16.
Configure ODBC DSN |
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17.
Check Database Owner |
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18.
Check root folder for .fxp, .scx and .sct files |
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19.
Rename Folders |
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20.
Backup |
B. AM 7 for SQL/Express Installation
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1.
Verify Exclusive Access |
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2.
Run Setup.exe |
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3.
Select Destination Location |
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4.
Select the “Custom” Installation Option |
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5.
AccountMate Product Key |
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6.
Select Components to Install |
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7.
Back up AM 7 for SQL/Express |
C. Upgrading Data
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1.
Download and Extract Latest Upgrade Scripts |
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2.
Run Foreign Key Checker |
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3.
Launch the Administrator Program |
D. Post-Upgrade Process
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1.
Activate Modules |
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2.
Install License File |
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3.
Input PR Tax Subscription Key |
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4.
Run Credit Card Encryption Utility |
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5.
Initialize Modules and Install Latest PR Tax Update |
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6.
Access Maintenance Records |
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7.
Compare GL Transfer Report and GL Financial Statements |
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8.
Review Upgraded Data (by running reports) |
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9.
Perform “Typical” or “Compact” Installation on Workstations |
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10.
Post AP Invoices for |
E. Troubleshooting Errors and Messages
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1.
Upgrade does not occur |
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2.
Invalid Product Key |
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3.
Program Patches Error Message |
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4.
Foreign Key Violation Error |
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5.
Recalculate FUTA/SUTA Error |
--- Checklist Ends
(Detailed Discussion Follows) ---
INSTALLATION & UPGRADE DETAILS
A.
Pre-installation Steps
This data migration program is designed to upgrade:
o
Databases on AM/SQL
Version 6.5, Build MS604a or higher to AccountMate 7.1 for SQL or
higher; or
o
Databases on AM/MSDE
Version 6.5, Build MD604a or higher to AccountMate 7.1 for Express
or higher; or
o
Databases on AM/SQL
Version 6.5 International, Build MS605i or higher to AccountMate 7.1
for SQL or higher; or
o
Databases on AM/SQL
Version 6, Build MS601a or higher to AccountMate 7.1 for SQL or
higher; or
o
Databases on AM/MSDE
Version 6, Build MD601a or higher to AccountMate 7.1 for Express
or higher; or
o
Databases on VAM/SQL Version 5, Build MS504 or
higher to AccountMate 7.1 for SQL or
higher; or
o
Databases on VAM/SQL Version 4, Build MS405 to AccountMate 7.1 for SQL 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 upgrade program.
Verify that the version
number on the upgrade CD is AM7.1 or higher. If you want to upgrade 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 upgrade limitations that
affect the following modules:
a. BR Module: There
are data structure differences between AM 7 and the older AccountMate versions.
You must therefore complete any bank reconciliation projects that are pending
in your current AccountMate version and then close the period in the BR module
before performing the upgrade. Refer to step 12 of this section for more
information.
b.
c.
§
Print
Goods Returned Note
§
Return
to Vendor Reports
3.
Do Modifications Exist?
To use the generic upgrade program, your current AccountMate
system and data structure must be unmodified. This upgrade will
remove any modifications or custom reports in the source AccountMate system. If you still need your customizations after
the upgrade, you must have a programmer apply them into your new version.
To optimize the process,
the upgrade program will drop ALL the existing triggers defined in the
company databases. The triggers required to run AM 7 will be installed
during the upgrade.
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 upgrade 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.
Note:
AccountMate does not sell SQL Server. For assistance on installing your SQL
Server or Express, refer to your IT Professional.
5.
Choose Computer
We recommend that you
run the upgrade at the computer that holds the SQL Server/Express. If for any
reason you cannot perform the upgrade 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 2-3
times the size of your current AccountMate data in the server drive that holds
your data.
7. Check Database Compatibility Level
The compatibility level of the AMWSYS, sample and
live company databases to be upgraded should be 70 or higher; otherwise, you will encounter syntax errors during the
upgrade.
To verify the compatibility level of the databases
using Microsoft SQL Server 2000 or 2005, perform the following steps:
a.
If
you are using Microsoft SQL Server 2000, access the SQL Server Enterprise
Manager. If you are using Microsoft SQL Server 2005, access the SQL Server
Management Studio.
b.
Connect
to the SQL Server that holds the AccountMate databases you are going to
upgrade.
c.
Expand
the Databases folder; point the cursor to the affected database (e.g. AMWSYS) and
right-click on your mouse.
d. Select Properties to display the Properties window. Access the Options page or tab. In the Compatibility Level field, make sure that the Database Compatibility Level is 70 or higher. Do this for each of the AMWSYS, sample, and live company databases.
8. Verify Database Properties
Using SQL Enterprise Manager (SQL Server 2000) or Microsoft
SQL Server Management Studio (SQL Server 2005), verify that the Data Files and
Transaction Log are set to Automatically Grow File for all the AccountMate
databases (i.e. AMWSYS, sample, and live companies). Set the File Growth to at least 10%. You can change the settings back
to what they were after the upgrade is complete.
9. Run Reports
Run the GL Transfer
Report from each of the non-GL modules that you use. Also generate the GL
financial reports (e.g. Balance Sheet, Income Statement, GL Listing, etc.). If you
encounter any error (e.g. Out of balance, Transfer date is not defined, etc.),
resolve the data problem before proceeding with the upgrade. It is advisable to
keep a hard copy of the final, correct reports to compare against the same
reports generated after the upgrade.
10. Payroll
Module Preparations
Note: 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 upgrade so you can use them to validate your PR data
after the upgrade:
o
Payroll Entry Reports
o
PR Check Reports
o
Management Reports
o
Deduction Transactions
Report
11. Backup
Back up all live company databases in preparation
for performing Period-End Closing. In case of problems, you can restore
the databases from your backup and try again. DO NOT SKIP THIS STEP!
After completing all
pending Reconcile Bank Account transaction records, you must close the period
in the BR module. This is essential for the BR module’s data to be properly
upgraded.
The BR period you are
closing does not have to match the bank statement period you have reconciled.
For example, if the most recent bank reconciliation you have completed is for
the June statement period but your current period in BR is July you can still
proceed with the Period-End Closing. It is also not necessary for all bank
account records to be reconciled for the same statement period. For example, if
some but not all your bank accounts have been reconciled for the 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 upgraded.
You must also perform
Period-End Closing for your PO/AP modules; however, these modules must be
closed through the period that has transactions that have yet to be posted to
GL. For example, if you have recorded PO/AP transactions dated up to 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 for
Be sure to keep a copy
of the said report. You will need it after the upgrade 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 upgrade until all of the PO receipts in the report have been fully reversed
in AP.
14. Download Pre-Upgrade Utility
You can obtain the Pre-Upgrade
Utility (accrual.zip) from the Download
Center\Conversion and Upgrade Tools section of the AccountMate website. If
you are an AccountMate End User, you must ask your AccountMate Reseller to
download this file for you. You will need this file if you have Accrued
Received Goods transactions in your
15. Run Pre-Upgrade Utility
The Accrued Received
Goods Report does not show which accruals have been posted to GL, which is why
you need to run the Pre-Upgrade Utility as an additional step.
Extract the content (accrual.sql) of the Pre-Upgrade Utility
you downloaded in step 14 to a convenient location. Using SQL Query Analyzer, run
the file extracted against the database that you are upgrading. This will
generate a special report showing the accruals made for
Save the output of
running this script into a directory that can only be accessed by authorized
personnel to minimize the risk of deletion. You can print these results
for a hard copy that you can use when posting AP invoices for these accruals.
Caution:
This must be performed on the correct database, for all databases that
you need to upgrade. Moreover, you must not delete or dispose of these
files/printouts for as long as the corresponding
16. Configure ODBC DSN
Note: If you
are upgrading to AM 7.3 or higher, please
skip this step.
Before installing AM 7, 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 for SQL/Express 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. Check Database Owner
Check that all the
databases to be upgraded to AM 7 for SQL/Express have ‘vamlogin’ for the
database owner. This includes the AMWSYS and sample databases.
18. 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 7 for SQL/Express version.
THIS IS A MUST!
19. Rename Folders
In the server and in every
workstation where AM 7 for SQL/Express will be installed (i.e. AMSQL folder),
rename the Forms, Patches and RPTMOD folders before installing the new version. The
installation of the new AM 7 for SQL/Express version will create new Forms, Patches
and RPTMOD folders.
20. Backup
Back up all databases
including AMWSYS, sample and any other company databases. Also, back up
the front end of your current AccountMate version. In case the upgrade
fails or you decide to postpone it for another time, you can delete the AccountMate
folder used in the failed upgrade, restore the files from your backup (both the
AccountMate folder and the databases) and either try again or reschedule the
upgrade. DO NOT SKIP THIS STEP!
B.
AM 7 for SQL/Express Installation
Check that no one
accesses AccountMate while you perform the installation and upgrade. You can
verify this by selecting the Current Login User List function; make sure
you are the only user currently logged in. Exit AccountMate and continue with
the installation and upgrade.
2.
Run Setup.exe
Insert the AM 7 for SQL/Express CD into a CD-ROM
drive. 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.
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 current AccountMate program is installed.
o If you are
running the installer at the computer where the AccountMate file server is physically
located, select that local folder name (e.g. C:\AMSQL).
o If you are running the installer from
a machine other than the file server where your current AccountMate program is physically
located, select the network path where the AccountMate folder has been mapped
(e.g. F:\AMSQL).
4. Select the “Custom” Installation Option
Click 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
printed on the License File CD that
was shipped to you with your AM 7 for SQL/Express 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 AM7.3
will not work for any other version and vice versa.
6.
Select Components to Install
In the Select Components window, you will see
three Components to install. These are:
o
Program Files => these are the executable files, which will
allow you to run the main AccountMate 7 for SQL/Express program and all its
functions and reports.
o
Administrator Program => installs the
o
Run-time Files => will install the Crystal Reports and Visual
FoxPro run-time libraries (DLL’s) necessary for running various AccountMate 7
for SQL/Express functions and reports.
Be
sure to select the Program Files and Run-time Files 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
Continue with the rest
of the installation screens until you see the InstallShield Wizard Complete
window.
7.
Back up AM 7 for SQL/Express
Back up the AccountMate 7 for SQL/Express front end
files you just installed. In case of failure, you can delete the AccountMate
folder and databases used in the failed upgrade and restore this backup and the
database backup without having to redo the AM 7 for SQL/Express installation. DO NOT SKIP THIS STEP!
C.
Upgrading Data
1. Download and Extract Latest Upgrade Scripts
Make
sure you have the latest upgrade scripts (i.e. Upgrade File for AM7). 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 (SQL_to_AM7.zip) into the AccountMate 7
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 upgrading to AM 7.2 or lower, please
skip this step.
Locate the Foreign Key Checker (AMFKCHK.EXE) in the Upgrade
subfolder of your AccountMate 7 application folder. This file should have been
installed along with the upgrade scripts you downloaded from the AccountMate
website.
This tool must be run
against all AccountMate company databases, including the sample company.
It checks for possible foreign key violation errors that could occur during the
upgrade process. Depending on the validation results, you must fix the
data and then create another backup before proceeding with the upgrade. The
Upgrade folder also contains the AccountMate
for SQL Foreign Key Checker Utility_User Guide (PDF). Please read this
document carefully before using the tool.
3.
Launch the Administrator Program
Run the AccountMate Administrator program.
If
you are upgrading 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 upgrading to AM7.2
or lower versions will not see
this message.
Figure 1.
Update Dialogue Box
After
you’ve entered the Supervisor password, you should see a message telling you
that a new program has been detected (Figure 2). Click Yes on the message box to proceed with
the upgrade.
Figure 2.
Upgrade Dialogue Box
The next screen (Figure 3) 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 3. Upgrade Dialogue Box
Before proceeding with the upgrade, the system will remind
you to make a backup of the various existing databases in the previous AccountMate
version, including AMWSYS (Figure 4). This is most important and must be
complied with at all times.
Figure 4. 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 5. Upgrade Status Window
When
all the databases have been upgraded, you will get the message shown in Figure
5.
Figure 6. 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
window. Check that the Version#, System DBC and Company DBC Versions are
as shown in Figure 6. The Program Directory will not necessarily change since
this is just the directory or path where the AM 7 front end is installed.
D.
Post-Upgrade Process
Activate all your modules.
a. In the
Administrator program, select Setup > Licensing > Activate Module. The system will display the
Important Notice window that contains the AccountMate License and Copyright Notice.
Click on “I Agree” to proceed.
b. Verify the value entered in the
space provided for the AccountMate
Product Key. If the Product Key supplied is valid, the system will list all
the modules that you acquired with a check mark on the Purchase column.
c. To activate a module, click 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.
2.
Install License File
The AccountMate license is in a License File CD that comes with your AM
7 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
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 version to install the license file. After 90
days, the unregistered copy will expire and you will be locked out of the main
AccountMate program until the license is installed.
§
You
will also be limited to a database size of approximately 0.25 gigabytes.
If your upgraded data has a size that is greater than 0.25 gigabytes, you will
be locked out of the main AccountMate program even if you have not exceeded the
90-day grace period, you will only be able to use the program once you have
installed your license file.
3.
Input PR Tax Subscription Key
Note: If you do not have the Payroll
module, please skip this step.
If you have the Payroll module and an active
Payroll Tax Subscription, you will be issued a PR Tax Subscription Key. The PR
Tax Subscription Key is printed
on the AM 7 for SQL/Express License File
CD, provided that your Payroll Subscription was active at the time the
upgrade 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 AM 7 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.
4.
Run Credit Card Encryption Utility
Note: If you do not have the Accounts
Receivable, Sales Order or Payroll module, please skip this step.
Credit card numbers
entered in AM 7 and higher are encrypted in the database. Those coming from
older AccountMate for SQL or MSDE versions will have to be encrypted using the
utility that comes with the upgrade utility.
To encrypt your converted
credit card numbers:
a.
Locate the fix10009113_9114.zip file in the AMSQL\Upgrade
folder. This file should have been installed along with the upgrade scripts you
downloaded from the AccountMate website.
b. Extract the contents of the zip
file into the AMSQL\Upgrade folder.
c. Verify that no one is running
either the main AccountMate program or the AccountMate Administrator program.
d. Launch the CREDITCARDUPDATE.EXE file from Windows Explorer.
e. Choose the live AccountMate
company database from the drop-down list.
f. Click the Update button to encrypt
the credit card numbers.
5.
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 upgrade 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 upgrade process will have one tier
only. Only the Salaried Base and
Carry leave settings will be upgraded.
§
Prior to version 7, the Payroll
module did not accrue liability for employee leave benefits. If you want
to fully employ the Paid Leave feature in AM 7 you must post an adjusting journal entry in the General Ledger module to record the employee leave balance
as of the time you started using AM 7 Payroll.
7.
Compare GL Transfer Report and GL
Financial Statements
Run the GL Transfer Report for your non-GL
modules and the GL financial statements
(i.e. Balance Sheet, Income Statement, and GL Listing) and compare the
information generated against the same reports from your previous AccountMate
build. This will help identify any issues that may have resulted from the upgrade
and will make it possible for you to correct these problems before data
processing is resumed in the new version.
8. Review Upgraded Data (by running reports)
You
should run the newly upgraded company in AM 7 and review the data to ensure that
everything has been upgraded successfully. Here is a partial list of
reports you can run to help verify the upgrade:
o
GL : Trial Balance, Income Statement, Balance
Sheet
o
AR : AR Aging, Payment Distribution Report
o
AP : AP Aging, AP Check Register
o
SO : Open Order Report, SO Shipment Report
o
PO : Backorder Report,
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
9.
Perform “Typical” or “Compact” Installation
on Workstations
Caution: You need not run the workstation installation on the
computer where you performed the server installation. If you
previously performed the server upgrade through one of your workstations,
running the installer on that same workstation will bring up the Uninstall
AccountMate window.
a. Access
each workstation where you will run the new AccountMate version. Insert the AM 7
for SQL/Express CD into a CD-ROM drive. If the installer does not automatically
run, click on Setup.exe. You will be shown the AccountMate 7.x for SQL or
AccountMate 7.x for Express Setup screen.
b. On the Choose Destination Location screen,
accept the default Destination Folder by clicking the Next> button; or click the Browse…
button to change to the desired path.
o
For workstations with separate client
installations: this should be the folder where the old AccountMate program is
installed. If a workstation is running on Windows Vista, we strongly
recommend that you do NOT install the application in the C:\Program Files
directory.
o
For mapped workstation installations: since you are
installing into a machine other than the file server where your AccountMate
program is physically located, select the network path where the AccountMate
folder has been mapped (e.g. F:\AMSQL).
c. Click 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 AM 7 for SQL/Express program and run-time files on the
workstation.
o
Choose the Compact
option if you want to run the AM 7 for SQL/Express program through a mapping
from a file server. This option installs just the run-time files on the
workstation.
d. Next, the wizard will take you
through the selection of a Program
Folder, after which the files for the version upgrade will be installed.
Click Finish to complete the
workstation installation.
e. Configure ODBC DSN on each workstation unless you
are upgrading to AM 7.3 or higher. Refer to step 16 in Part A for more
information.
10. Post AP Invoices for
When posting an AP invoice in AM 7
for SQL/Express for
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
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 upgrade does not bring over
records of
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
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 upgrade error messages.
This
usually happens when the files for the new version 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 AMSQL program and the Administrator program for the new AM 7
for SQL/Express version are properly installed. Check the modified date of the
amsql.exe and amsqladm.exe in the AMSQL folder where you are running the
upgrade.
b.
Make
sure you are running the Administrator program, and not the main AMSQL program.
Only the Administrator program will trigger the version upgrade.
c.
If
you are launching the Administrator program from a program shortcut, verify that
the shortcut is mapped to the AMSQL folder where you installed AM 7 for SQL/Express.
d.
If
you have previously performed a failed upgrade, make sure that you delete the AccountMate
folder used in the failed upgrade, restore the backup made of the AM 7 for SQL/Express front
end (step 7 of Part B) and restore the backup of the AMWSYS and live company
databases before you resume the upgrade.
This
error may be caused by a difference between the product key and the license
file. The system checks the information coded in both and verifies that they
are for the same End User.
This
error may also be the result of using a product key for the wrong version. For
example, you cannot use the AM 7.2 product key for an AM 7.3 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 7 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 Product Support.
b.
If
you no longer need the program patches, delete them from the Patches folder by
clicking ‘Yes’ in response to the error message.
c.
If
you still need the program patches, copy them to a folder outside AccountMate
before launching the program. When prompted with the error message after
launching AccountMate, click ‘Yes’. Copy the program patches back to the
Patches folder before you resume processing transactions in the new system.
Figure 7. Program
Patches Error
4. Foreign Key Violation Error
One of the possible issues that could cause the
upgrade to fail is a foreign key violation. You may find an error 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 2 of Part C (Run Foreign Key
Checker) before performing the upgrade. To resolve this problem, you must:
a. Delete the AM 7 company database and application
folder used in the failed upgrade.
b. Restore the AM 7 application folder backup (step 7
of Part B) and the database backup (step 20 of Part A) made prior to
the upgrade.
c. Run the
foreign key checker utility against each company database (step 2 of Part C).
5.
Recalculate FUTA/SUTA Error
If
you did not install the latest PR Tax Subscription program and you perform the
Recalculate FUTA/SUTA function in your upgraded system, you may get an error
message similar to the following:
“[Microsoft][ODBC SQL Server
Driver][SQL Server]INSERT statement conflicted with COLUMN FOREIGN KEY
constraint ‘FK_prdist_cwageacc_209A25F7’. The conflict occurred in database
‘sample999’, table ‘glacct’, column ‘cacctid’.
SQL Stmt: insert into prdist(cuid,
cempno, cwageacc, ctaxacc, ctogl, ctrsno, dpost, nwageamt, ntaxamt, ndistpct)
values(?pcUid, ?Prtrst.cEmpNo, “, ?Prempg.cTaxacc, ‘F,?Prtrst.cTrsNo,
?Prtrst.dPost, 0, ?pnTaxAmt, ?Prempg.nDistPct)”
To
resolve this issue, be sure to install the latest PR Tax Subscription program.
Downloads: The following can also be
obtained from our website; visit: /businesspartner/info/downloads/conversion_upgrades.asp
·
Upgrade File for AM7
· Pre-Upgrade Utility