AccountMate Version 6.5 for LAN
Program Upgrade from
VAM/LAN Version 3 or 5
UPGRADE INSTRUCTIONS
As of October
17, 2007
Important!!
Read this document first.
Do not
run the AccountMate 6.5 (AM 6.5) for LAN 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 Technical Support team
at (415) 883-1019 or via email at bpsupport@accountmate.com
before you attempt the upgrade.
What’s New?
This entire document has
been designed to better 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
This document has been
updated in the following section(s):
·
Upgrading Data
·
Post-Upgrade
Process
·
Downloads
CHECKLIST
Note: For a detailed discussion of the specific steps in the checklist
below, refer to the Installation & Upgrade 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 |
- Upgrading Data
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1.
Download the Latest Upgrade Utility Installer |
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2.
Install the Upgrade Utility where the Upgrade will be Performed |
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3.
Run amuplan.exe |
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4.
Choose Companies to be Upgraded |
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5.
Delete or Keep the Upgrade Log Files |
- Post-Upgrade Process
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1.
Activate Modules |
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2.
Install License File |
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3.
Initialize Modules |
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4.
Compare GL Transfer Report and GL Financial Statements |
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5.
Review Upgraded Data (by running reports) |
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6.
Install Workstations |
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7.
Switch to Upgraded Payroll (optional) |
- 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” Dialogue Box Appears During Upgrade |
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4.
Invalid Product Key |
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5.
Program Patches Error Message |
--- Checklist Ends (Detailed Discussion Follows) ---
INSTALLATION & UPGRADE DETAILS
- Pre-installation
Steps
This data migration program is
designed to upgrade:
o
Databases on VAM/LAN version 3, Build LN310 or higher, to AccountMate version
6.5 for LAN, Build LN601 or higher;
or
o
Databases on VAM/LAN version 5, Build LN501 or higher, to AccountMate version
6.5 for LAN, Build LN601 or higher.
Check the build number of your current
installation by accessing the “About Visual AccountMate” function under the
Help menu. If it is on a build lower
than the ones listed above, you must update to the required build before you
can use this upgrade program.
To use the generic upgrade program,
your VAM/LAN 3 or 5 system and data structure must be unmodified. This upgrade will remove any modifications or
custom reports in the source VAM/LAN 3 or 5 system. If you still need your
customizations, you must have a programmer apply them into your new build.
If you modified the data
structure or system, please do not
proceed. Instead, email our Development Consulting Service, devconsulting@accountmate.com,
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.
You should have free disk space
of at least 2-3 times the size of your current VAM/LAN 3 or 5 data in the
computer where you intend to perform the upgrade.
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 upgrade. It
is advisable to keep a hard copy of the final, correct reports to compare
against the same reports generated after the upgrade.
Back up
the contents of the entire folder where VAM/LAN 3 or 5 is installed (not
just the Data directory). In
case of problems, you can delete the contents of the VAM folder used in the
failed upgrade, restore the contents from your backup, install the new build and
the upgrade utility, and start the upgrade 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 upgraded. If errors are encountered, correct the problem;
then, make another backup of the affected database before proceeding with the upgrade.
Rename the Forms, RPTMOD and, if
you are coming from VAM/LAN 5, Patches
folders before installing the new build. 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 upgrade CD is LN601 or higher. If you want to
upgrade 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 upgrade CD. The Product Key is a 25-character alphanumeric
code that comes with the upgrade package.
The CD installs the new AccountMate
program 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 VAM
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 VAM 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 VAM/LAN 3 or 5 program is installed.
o If
you are running the installer at the machine where the VAM/LAN 3 or 5 file
server is physically located, select that local folder name (e.g. C:\VAM).
o If you are running the installer from
a machine other than the file server in which your source VAM/LAN 3 or 5
program is physically located, select the network path where the VAM/LAN 3 or 5
folder has been mapped (e.g. F:\VAM).
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 upgrade, 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 LN602
will not work for build LN603 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.
- Upgrading
Data
1. Download the Latest Upgrade Utility Installer
Make sure you have the latest upgrade utility (amuplan.zip). 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 upgrade 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 Upgrade Utility where the Upgrade 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 upgrade. 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 AccountMate
6.5 for LAN program is installed; then, click the Next button. This creates an Upgrade folder where it installs the
upgrade program (amuplan.exe). It also installs the Visual FoxPro 9 run-time
files that are needed for the upgrade program to run.
3.
Run amuplan.exe
Verify that no one accesses VAM
while you perform the upgrade. In your AMLAN 6.5\Upgrade folder, click on amuplan.exe; you should see a message
reminding you to use the latest version of the upgrade program (Figure 1). Click OK on the message box to proceed with
the upgrade.
Figure 1.
Upgrade Dialogue Box
4. Choose Companies to be Upgraded
The upgrade utility will display
a list of companies that are eligible for upgrade. Check the box beside the
company that you want to upgrade or click the Mark All button to upgrade all the companies listed.
Click the Upgrade button. The
utility will upgrade the selected companies one at a time. 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!
5.
Delete or Keep the Upgrade Log
Files
If the upgrade is successful
for all selected companies, you will be shown the message in Figure 2.
Figure 2. Successful Upgrade screen
When the process is complete, you
can have the utility automatically delete the temporary files created for the
upgrade 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 upgrade program.
Note: If you wish to use the log files to
validate that all records from your source VAM/LAN 3 or 5 system were properly upgraded,
do not click on the Cleanup button.
Figure
3. Cleanup Confirmation screen
- Post-Upgrade Process
Activate
all your modules.
a. Launch
the AccountMate LAN Administrator
program (click on Amlanadm.exe in the AccountMate root directory).
b. 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.
c. 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.
d. To activate a module, click on the
box in the Activate column alongside
the module you want to be able to use.
Note: If you
entered the AccountMate Product Key upon installation, you will see the same
information upon accessing the Activate Module function window. If you
purchased any new modules since the new build was installed, you will be issued
another Product Key. You must enter the new Product Key in the space provided
in the Activate Module window to activate the new modules purchased.
2.
Install License File
The AccountMate license is in a License File CD that comes with your AccountMate
6.5 for LAN upgrade 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 server.
b. Access
the AccountMate LAN
c. Select
the Install License File option under the Licensing function on the Setup menu. This will display
the Important Notice window followed by the Install License File dialogue box.
d. Click
the ellipsis button beside the License File field and select the path 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 6.5 for LAN build 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 0.10 gigabytes.
If your upgraded data has a size that is greater than 0.10 gigabytes, you will
be locked out of the main AccountMate program even if you have not exceeded the
90-day grace period, and will only be able to use the main AccountMate program
once you have installed your license file.
3.
Initialize Modules
For each activated module that you use, you must access
the Housekeeping menu and perform Module Setup. You may also need to perform certain Maintenance functions such as
setting up and assigning Revenue Codes and In-transit Inventory GL
Account IDs to your inventory items.
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 upgrade
overwrites your PR tax tables, you must obtain the latest PR tax updates from
the
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 VAM/LAN
3 or 5 build. This will help identify any issues that may have resulted from
the upgrade and will make it possible for you to correct these problems before
data processing is resumed in the new system.
5. Review Upgraded Data (by running reports)
You
should run the newly upgraded 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 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 Reports, Deduction
Transactions Report
o
CL : Consolidated Account Balance Report,
Consolidated Account Balance Analysis
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 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 VAM/LAN
3 or 5 program is installed.
o Since you are running the
installer from a machine other than the file server where your source VAM/LAN 3
or 5 program is physically located, select the network path where the VAM/LAN 3
or 5 folder has been mapped (e.g. F:\VAM).
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 upgrade will be
installed. Click Finish to complete
the workstation installation.
7. Switch to Upgraded Payroll (optional)
If you are upgrading 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
& Upgrades 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’ve made the switch
you can’t revert to the traditional Payroll program.
- Troubleshooting
Errors and Messages
If a
problem is detected at any point in the upgrade, 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 upgrade.
If you
choose to upgrade more than one company and the upgrade fails for one of them,
you can still upgrade the rest of the companies by clicking Yes when prompted with the message
shown in Figure 4.
Figure 4.
Failed Upgrade Screen
If some of the companies are
not upgraded successfully, you will be shown the message in Figure 5.
Figure 5.
Failed Upgrade Error Message
If you receive
any error messages during the upgrade,
perform the following:
a.
View the contents of the upgrade 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 upgraded company will have both log
files. Depending on what stage the failure occurs, the company that has a
failed upgrade 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 VAM/LAN 3 or 5 system.
c.
Replace the affected files in the data folder of
the company that had the failed upgrade (i.e. VAMLAN\Data\company folder) with
the fixed data files and then redo the upgrade for that company.
d.
If the upgrade failure is caused by the existence
of *.fxp/*.scx/*.sct files that should have been removed from your VAM/LAN root
folder before the upgrade, you will need to delete the contents of the
entire VAM/LAN folder used in the failed upgrade. Restore the backup made of
the entire source VAM/LAN 3 or 5 folder (not just the affected database) minus
the *.fxp/*.scx/*.sct files that caused the upgrade to fail previously; then,
reinstall the new build and redo the upgrade.
The succeeding sections will provide tips for
troubleshooting some of the more commonly encountered upgrade error messages.
This error usually results from not having sufficient
access rights to a folder. To resolve this:
a.
Make
sure that the VAM/LAN 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 upgrade is
given full control over all the VAM/LAN folders and files.
c.
Make
sure that no one attempts to access VAM/LAN while the upgrade is being
performed. Make sure also that no instance of VAM/LAN is left open in any
workstation, even if it is not actually used. If you have any other application
that updates the VAM/LAN tables directly, verify that the application is not
trying to update VAM/LAN while the upgrade is going on.
d.
If
you have performed all of the previous steps and the error persists, it is
possible that the VAM/LAN 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 VAM/LAN 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 upgrade after a previous
failed attempt.
If you have previously performed the upgrade and it failed,
you must delete the contents of your VAMLAN\Data\company database folder before
you restore from your database backup. Simply copying the backup into the VAMLAN\Data\company
database folder will not overwrite all the files, especially any new files
installed by the new build.
Using the standard upgrade 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 upgrade.
3. “Open” Dialogue Box Appears During Upgrade
This happens when the upgrade program cannot find a
particular data file that it needs to access at a specific point in the upgrade
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 checks the information coded in
both and verifies that they are for the same client.
This error may also be the result of using a product key
for the wrong build. For example, you cannot use the LN602 product key for an LN603
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 upgrade, you will receive the error shown in Figure 6 the moment you launch
the main AccountMate program after the upgrade. To resolve this error:
a.
Verify
whether you still need the program patches. If you are uncertain about this,
contact your AccountMate Reseller or AccountMate Technical Support.
b.
If
you no longer need the program patches, delete them from the Patches folder by
clicking ‘Yes’ in response to the error message.
c.
If
you still need the program patches, copy them to a folder outside AccountMate
before launching the program. When prompted with the error message after
launching AccountMate, click ‘Yes’. Copy the program patches back to the
Patches folder before you resume processing transactions in the new system.
Figure 6. Program
Patches Error
Downloads: The
following can also be obtained from our website; visit: /businesspartner/info/downloads/conversion_upgrades.asp
- Upgrade File
- Instructions
to Switch to Upgraded Payroll