AccountMate Version 6.5 for LAN
Program Update from
AccountMate Version 6.5 for LAN
UPDATE INSTRUCTIONS
As of October 17, 2007
Important!! Read this document first.
Do not
run the AccountMate 6.5 (AM 6.5) for LAN update until you read and thoroughly
understand all pages of this document. If you have any questions about the update
process after reading this material, please contact our Technical Support team
at (415) 883-1019 or via email at bpsupport@accountmate.com
before you attempt the update.
What’s New?
This entire document has
been revised to better address your update needs. This document is broken into
two parts:
·
Checklist – step-by-step list of the procedures to be
performed
·
Installation
& Update Details – detailed discussion of
the procedures specified in the checklist
This document has been
updated in the following section(s):
·
Pre-installation
Steps
·
Updating Data
·
Post-Update
Process
·
Troubleshooting
Errors and Messages
·
Downloads
CHECKLIST
Note: For a detailed discussion of the specific steps in the checklist
below, please refer to the Installation & Update Details section.
- Pre-installation Steps
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1.
Correct Version/Build |
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2.
Do Modifications Exist? |
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3.
Check Disk Space |
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4.
Run Reports |
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5.
Backup |
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6.
Perform Data Validation Procedures |
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7.
Rename Folders |
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8.
Check root folder for .fxp, .scx and .sct Files |
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9.
Verify CD and AccountMate Product Key |
- AM Version 6.5 for LAN
Installation
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1.
Run Setup.exe |
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2.
Select Destination Location |
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3.
Select the “Server” Setup Type |
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4.
AccountMate Product Key |
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5.
Select Components to Install |
- Updating Data
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1.
Download the Latest Update Utility Installer |
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2.
Install the Update Utility where the Update will be Performed |
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3.
Run amuplan.exe |
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4.
Choose Companies to be Updated |
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5.
Delete or Keep the Update Log Files |
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6.
Run the AccountMate 6.5 for LAN Administrator program (for Upgraded
Payroll installation only) |
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7.
Reinstall the Payroll Tax Update program (for Upgraded Payroll
installation only) |
- Post-Update Process
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1.
Initialize Modules |
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2.
Compare GL Transfer Report and GL Financial Statements |
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3.
Review Updated Data (by running reports) |
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4.
Install Workstations |
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5.
Switch to Upgraded Payroll (optional)
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- Troubleshooting Errors and Messages
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1.
Cannot Rename Folder |
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2.
Cannot Resolve Backlink |
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3.
“Open” Dialog Box Appears During Update |
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4.
Invalid Product Key |
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5.
Program Patches Error Message |
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6.
“Connection failed” message appears when running the AccountMate 6.5
for LAN Administrator program after updating from build LN603 Upgraded
Payroll to build LN604 Upgraded Payroll or higher (for Upgraded Payroll
installation only) |
--- Checklist Ends (Detailed Discussion Follows) ---
INSTALLATION
& UPDATE DETAILS
- Pre-installation
Steps
This data migration program is
designed to update:
o
Databases on AccountMate version 6.5 for LAN, Build
LN601 to AccountMate version 6.5 for
LAN, Build LN602 or higher.
o
Databases on AccountMate version 6.5 for LAN, Build
LN603 Upgraded Payroll to
AccountMate version 6.5 for LAN, Build LN604
Upgraded Payroll or higher
Check the build number of your current
installation by accessing the “About AccountMate” function under the Help menu.
If it is on a build lower than the ones
listed above, you must update to the required build before you can use this update
program.
To use the generic update program,
your AM 6.5 for LAN system and data structure must be unmodified. This update will remove any modifications or
custom reports in the source AM 6.5 for LAN 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 update program to work
with your modified AccountMate data or system. Regular consulting charges
will apply.
You should have free disk space
of at least 2-3 times the size of your current AM 6.5 for LAN data in the
computer where you intend to perform the update.
4. Run Reports
Run
the GL Transfer Report from each of the non-GL modules that you use. Also
generate the GL financial reports (e.g. Balance Sheet, Income Statement, GL
Listing, etc.). If you encounter any error (e.g. Out of balance, Transfer date
is not defined, etc.), resolve the data problem before proceeding with the update.
It is advisable to keep a hard copy of the final, correct reports to compare
against the same reports generated after the update.
Back up
the contents of the entire folder where AM 6.5 for LAN is installed (not
just the Data directory). In
case of problems, you can delete the contents of the AMLAN folder used in the
failed update, restore the contents from your backup, install the new build and
the update utility, and start the update all over again. This is extremely important. DO NOT SKIP
THIS STEP!
6. Perform Data Validation Procedures
Perform the Validate Database and Rebuild Table Indexes functions for
each company to be updated. If errors are encountered, correct the problem then
make another backup of the affected database before proceeding with the update.
Rename the Forms, Patches and RptMod folders before you
install the new build. The installation of the new AM 6.5 for LAN build will
create new Forms, Patches and RptMod folders.
8. 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 LAN build. THIS IS A
MUST!
9. Verify CD and AccountMate Product Key
Verify
that the build number on the update CD is LN602 or higher. If you want to update
to any other build contact AccountMate Technical Support at (415) 883-1019, bpsupport@accountmate.com, or call Customer
Service at 1-800-877-8896 ext 752.
Verify also that you have the AccountMate Product Key for the build
specified on your update CD. The Product Key is a 25-character alphanumeric
code that comes with the update package.
The CD installs the new AccountMate
build while the Product Key is needed to activate your modules, and to perform
period-end and fiscal year-end closing.
Note: The AccountMate Product Key is build
specific, which means that the product key for build LN602 will not work for
build LN603 and vice versa.
- AM Version 6.5 for LAN Installation
Check that no one accesses AccountMate
while you perform the installation. 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.
Insert the AM 6.5 for LAN CD
into a CD-ROM drive. If the installer does not automatically run, click on Setup.exe.
You will be shown the AccountMate 6.5 for LAN 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.
o This
should be the folder in which your source AM 6.5 for LAN program is installed.
o If
you are running the installer at the machine where the AM 6.5 for LAN file
server is physically located, select that local folder name (e.g. C:\AMLAN).
o If you are running the installer from
a machine other than the file server in which your source AM 6.5 for LAN
program is physically located, select the network path where the AM 6.5 for LAN
folder has been mapped (e.g. F:\AMLAN).
3.
Select the “Server” Setup Type
Click
on the Next buttons until you reach
the Setup Type screen. Since you are
installing on the server where you will perform the update, make sure
that you choose the Server (Program,
Administrator and Run-time files) option.
4. 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 LAN. Should you encounter problems with your Product Key, contact
Note: The Product Key is build specific, which
means that the product key for build LN603 will not work for build LN602 and
vice versa.
5.
Select
Components to Install
In the Select Components window, you will see two Components to install. These
are:
o
Program Files => installs the
main AM 6.5 for LAN program, which you will use for your day-to-day operations
and where you can generate your reports; and 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 Visual FoxPro run-time libraries (DLL’s)
necessary for running various AM 6.5 for LAN functions and reports.
Be
sure to select the Program Files and Run-time Files option boxes in this window so that the executable
programs as well as the Visual FoxPro run-time libraries (DLL’s) will be
installed.
Note: If the AccountMate Product Key
you enter in the Product Key window includes any source code, you will see a
third option for “Source Code Files” in the Select Components to Install
window. Below the said option is a list of modules for which you purchased source
code. Mark the checkbox next to the module for which you want to install the
source code.
Continue with the rest of the
installation screens until you see the InstallShield Wizard Complete window. At
this point, you will be prompted to restart your computer to complete the
installation.
- Updating
Data
1.
Download the Latest Update Utility
Installer
Make sure you have the latest update utility. This is
available for download from the Maintenance and Technical Support\Conversion
& Upgrades section of the AccountMate website. Click on the appropriate
link from the Conversion and Upgrades matrix to be directed to the section that
contains the instructions and utility for the update you are about to perform. If
you are an AccountMate End User, you must ask your AccountMate Reseller to
download these files for you.
2.
Install the Update Utility where
the Update will be Performed
Extract the contents of the download file (amuplan.zip) into a folder on the server or the workstation
where you intend to perform the update. Click on Setup.exe to launch the AccountMate Data Upgrade for AM/LAN Setup.
On the Choose
Destination Location screen, select the folder where the AM 6.5 for LAN
program is installed; then, click the Next
button. This creates an Upgrade folder where it installs the update program
(amuplan.exe). It also installs the Visual FoxPro 9 run-time files that are
needed for the update program to run.
Check that no one accesses AccountMate
while you perform the update. You can verify this by clicking the Current
Login User List icon from
the power toolbar; make sure you are the only user currently logged in. Exit AccountMate
and continue with the update.
In your AMLAN\Upgrade folder, click on amuplan.exe; you should see a message
reminding you to use the latest version of the update program (Figure 1). Click OK on the message box to proceed with
the update.
Figure 1. Update Dialog Box
4.
Choose Companies to be Updated
The update utility will display
a list of companies that are eligible for update. Check the box beside the
company that you want to update or click the Mark All button to update all the companies listed.
Click the Upgrade
button. The utility will update the selected companies one at a time. This can
be a prolonged process depending on the number of companies to be updated and
the size of each company’s data. Please
be patient!
5.
Delete or Keep the Update Log
Files
If the update is successful for
all selected companies, you will be shown the message in Figure 2.
Figure 2. Successful Update screen
When the process is complete,
you can have the utility automatically delete the temporary files created for
the update by clicking on the Cleanup
button (see Figure 3). This action will delete the log files in the AMLAN\Upgrade\Log
folder. Click Exit to close the update
program.
Note: If you wish to use the log files to
validate that all records from your source AM 6.5 for LAN installation were
properly updated, do not click on the Cleanup button.
Figure 3. Cleanup Confirmation screen
Proceed to the succeeding steps
if you are using the Upgraded Payroll program; otherwise, proceed to Section D.
6. Run the AccountMate 6.5 for LAN Administrator program (for Upgraded
Payroll installation only)
After running the update program,
you must run the AccountMate 6.5 for LAN Administrator program before running
the main AccountMate program or any other function in AccountMate. Running the
AccountMate 6.5 for LAN Administrator program will update your current
Payroll data for any changes in the Upgraded Payroll system.
Double-click on amlanadm.exe. You
will then be prompted to enter the server name (Figure 4). Enter the server
name in the provided field; then click OK to proceed.
Figure 4. Select Server
After entering the server name
and connection to the server is successful, various AM tables will be updated.
The tables being updated are displayed in the upper right corner of the screen.
You will then be prompted to enter the Supervisor password (Figure 5) in the
login screen. Enter the correct password and click OK to proceed.
Figure 5. AccountMate Administrator Login
AccountMate will then display the update dialog box asking
you if you want to proceed with the update. Click Yes to proceed.
Figure 6. Update Dialog box
Before proceeding with the update, the system will remind
you to make a backup of the various existing databases used in AccountMate 6.5
for LAN, including AMWSYS_PR (Figure 7). This is important and must be complied
with at all times.
Figure 7. Reminder to Backup
The next screen (Figure 8) is a reminder to download the
latest version of the update scripts (amuplan.zip) and instructions from the
Conversion and Upgrades section of the AccountMate website. If you have
performed these steps, click Yes to proceed to the next screen.
Figure 8. Download
latest update instructions and files
At this stage, the system is being updated one database at
a time starting with AMWSYS_PR. This can be a prolonged process depending on
the number of companies to be updated and the size of each company’s data.
Please be patient!
Figure 9. Update
Status window
When all the databases have been updated, you will get the
message shown in Figure 9.
7. Reinstall the Payroll Tax Update program (for Upgraded Payroll
installation only)
If you have not yet downloaded the latest payroll tax
update, download the latest file from the
- Post-Update
Process
1. Initialize Modules
For each activated module that you use, you must access the
Housekeeping menu and perform Module Setup.
If you are using the PR module
and have a PR 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 the update
overwrites your PR tax tables, you must obtain the latest PR tax updates from
the
2. Compare GL Transfer Report and GL Financial Statements
Run
the GL Transfer Report for your
non-GL modules and the GL financial
statements (i.e. Balance Sheet, Income Statement, and GL Listing) and
compare the information generated against the same reports from your previous AM
6.5 for LAN build. This will help identify any issues that may have resulted from
the update and will make it possible for you to correct these problems before
data processing is resumed in the new system.
3. Review Updated Data (by running reports)
You
should run the newly updated company in AM 6.5 for LAN and review the data to
ensure everything has been converted successfully. Here is a partial list
of reports you can run to help verify the update:
o
GL : Trial Balance, Income Statement, Balance
Sheet
o
AR : AR Aging, Payment Distribution Report
o
AP : AP Aging, AP Check Register
o
SO : Open Order Report, SO Shipment Report
o
PO : Backorder Report,
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, QTD Tax Withholding Report, Form 941 Quarterly Tax Return,
Schedule B, State Quarterly Return, Local Quarterly Return, YTD Tax
Withholdings Report, Form 940-EZ Annual Tax Return, W-2 Report, 1099 Report,
Report of Wages, Print W-2 Form, Print 1099 Form
o
CL : Consolidated Account Balance Report,
Consolidated Account Balance Analysis
4. Install Workstations
Caution: You need not run the workstation
installation on the computer where you performed the server installation. If you
previously performed the server update through one of your workstations,
running the installer on that same workstation will bring up the AccountMate
6.5 for LAN Maintenance window.
a.
Access each workstation where the new AM 6.5 for
LAN build will be run. Insert the AM 6.5 for LAN CD into a CD-ROM drive. If the
installer does not automatically run, click on Setup.exe. You will be shown the
AccountMate 6.5 for LAN setup screen.
b.
Click on the Next
buttons until you reach 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 where your source AM 6.5 for
LAN program is installed.
o Since
you are running the installer from a machine other than the file server where
your source AM 6.5 for LAN program is physically located, select the network
path where the AM 6.5 for LAN folder has been mapped (e.g. F:\AMLAN).
c.
On the Setup
Type screen, select the Workstation (Run-time files) option.
d.
Next,
the wizard will take you through the selection of a Program Folder, after which the run-time files for the build update
will be installed. Click Finish to
complete the workstation installation.
5. Switch to Upgraded Payroll (optional)
If you are updating to build LN603 or higher, you have the
option to either continue using the traditional Payroll program or switch to
the Upgraded Payroll system. The Upgraded Payroll system design is identical to
the AccountMate version 7 Payroll and includes the following enhancements
(among others):
a.
Paid
Leave Accrual and Adjustment
b.
Earning
Codes
c.
Employer
Matching/Contribution
d.
Worker’s
Compensation Liability Computation
e.
ACH
Direct Deposit
f.
Customized
and MICR Check Printing
If you opt to use the Upgraded Payroll system, download and
follow the Instructions to Switch to
Upgraded Payroll from the Maintenance and Technical Support\Conversion
& Upgrade section of the AccountMate website. If you are an AccountMate End
User, you must ask your AccountMate Reseller to download the document for you.
Important: You can switch to
the Upgraded Payroll system at any time; however, once you have made the switch,
you cannot revert to the traditional Payroll program.
- Troubleshooting
Errors and Messages
If a
problem is detected at any point in the update, an error message will be
generated. You can view the error details by clicking on the View Log field for the company that had
the failed update.
If you
choose to update more than one company and the update fails for one of them,
you can still update the rest of the companies by clicking Yes when prompted with the message shown in Figure 10.
Figure 10.
Continue Updating Other Databases screen
If some of the companies are
not updated successfully, you will be shown the message in Figure 11.
Figure 11.
Failed Update Screen
If you receive
any error messages during the update,
perform the following:
a.
View the contents of the update log files for the
affected company. The log files can be accessed by clicking on the View Log field for the affected
company. The same information is available in the log files found in the AMLAN\Upgrade\Log folder.
There are two log files for
each company: CHKDBF_xxx.LOG and RECCOUNT_xxx.LOG where xxx represents
the company subfolder name. A successfully updated company will have both log
files. Depending on what stage the failure occurs, the company that has a
failed update may have just the CHKDBF_xxx.LOG.
b.
Correct any problem. If the failure is caused by
data problems, make sure you correct these using the data files from the backup
made of your source AM 6.5 for LAN system.
c.
Replace the affected files in the data folder of
the company that had the failed update (i.e. AMLAN\Data\company folder) with
the fixed data files and then redo the update for that company.
d.
If the update failure is caused by the existence of
*.fxp/*.scx/*.sct files that should have been removed from your AMLAN root folder
before the update, you will need to delete the contents of the entire
AMLAN folder used in the failed update. Restore the backup made of the entire source
AM 6.5 for LAN folder (not just the affected database) minus the *.fxp/*.scx/*.sct
files that caused the update to fail previously; then, reinstall the new build
and redo the update.
The succeeding sections will provide tips for
troubleshooting some of the more commonly encountered update error messages.
This error usually results from not having sufficient
access rights to a folder. To resolve this:
a.
Make
sure that the AMLAN folders and files are shared and not read-only or hidden.
b.
Verify
that the Windows User Login ID used by the person performing the update is
given full control over all the AccountMate folders and files.
c.
Make
sure that no one attempts to access AccountMate while the update is being
performed. Make sure also that no instance of AccountMate is left open in any
workstation, even if it is not actually used. If you have any other application
that updates the AccountMate tables directly, verify that the application is
not trying to update AccountMate while the update is going on.
d.
If
you have performed all of the previous steps and the error persists, it is
possible that the AccountMate program was not properly closed and some files
were not released. In this case, you may need to reboot the server to release
any locks placed on any of the AccountMate files.
This error is caused by a difference between the database
container and the individual data files, which in turn may result from not performing
the proper procedures when resuming an update after a previous failed attempt.
If you have previously performed the update and it fails,
you must delete the contents of your AMLAN\Data\company database folder before
you restore from your database backup. Simply copying the backup into the AMLAN\Data\company
database folder will not overwrite all the files, especially any new files
installed by the new build.
Using the standard update program with a modified data
structure may also generate this error message. If you have a modified system,
please contact Development Consulting at devconsulting@accountmate.com
before proceeding with your update.
3. “Open” Dialog Box Appears During Update
This happens when the update program cannot find a
particular data file that it needs to access at a specific point in the update
process, or the file is corrupted. To determine what file is missing or
corrupted, view the CHECKDBF_XXX.LOG
(where xxx is the company subdirectory name). The log file will show a Visual
FoxPro error below the name of the affected AccountMate data file.
4. Invalid Product Key
This error may be caused by a difference between the
product key and the license file. The system validates 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 LN603 product key for an LN604
installation and vice versa.
If you receive this error, contact AccountMate Customer
Service.
5. Program Patches Error Message
If you did not rename the Patches folder before performing
the update, you will receive the error shown in Figure 12 the moment you launch
the main AccountMate program after the update. To resolve this error:
a.
Verify
whether you still need the program patches. If you are uncertain about this,
contact your AccountMate Reseller or AccountMate Technical Support.
b.
If
you no longer need the program patches, delete them from the Patches folder by
clicking ‘Yes’ in response to the error message.
c.
If
you still need the program patches, copy them to a folder outside AccountMate
before launching the program. When prompted with the error message after
launching AccountMate, click ‘Yes’. Copy the program patches back to the
Patches folder before you resume processing transactions in the new system.
Figure 12. Program
Patches Error
6. “Connection failed” message (Figure 13) appears when running the AccountMate
6.5 for LAN Administrator program after updating from build LN603 Upgraded
Payroll to build LN604 Upgraded Payroll or higher (for Upgraded Payroll installation only)
Figure 13.
Connection Failed screen
Clicking
OK on the error message will display the SQL Server Login window (Figure 14) where
you can select the SQL server to which you want to connect and enter the SQL server
authentication login ID and password.
Figure 14.
SQL Server Login window
One possible cause of the error is that AMSETUP.AM is not
properly configured. This occurs if the wrong SQL server instance name was
entered the first time AccountMate displays and asks for the server in the
Select Server window. Access AMSETUP.AM and verify that the entry in the
notepad matches the server to which you are attempting to connect. For example,
the SQL server instance for your LN604 Upgraded Payroll installation is
TECHMAIN\LN604PR, then the entry in AMSETUP.AM must be DBSERVER=TECHMAIN\LN604PR,
where “TECHMAIN\LN604PR” is the SQL server instance name. The error appears if
AMSETUP.AM is pointing to a different SQL server instance; correct the
information by entering the correct SQL server instance name. AMSETUP.AM can be
found in the root directory of your AMLAN installation.
Note: AccountMate 6.5 build LN604 Upgraded
Payroll or higher is using a DSN-less connection to the SQL Server. Starting
with build LN604 Upgraded Payroll, users are no longer required to set up an
ODBC System Data Source to connect AccountMate and file servers to the SQL
Server.
Downloads: The following
can also be obtained from our website; visit: /download/
- Update File
- Conversion
File for AM7.x PR
- Payroll
Tax Update
- Instructions
to Switch to Upgraded Payroll
- Payroll Subscription –
Program Installation Instructions