TheFinancialEdge. Conversion Guide

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1 TheFinancialEdge Conversion Guide

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. FE ConversionGuide

3 Contents WELCOME The Four Keys to a Successful Conversion Pre conversion Considerations Frequently Used Terms CONVERTING TO THE FINANCIAL EDGE Installing and Converting on a Standalone Machine Installing and Converting on a Network Understanding the Exception Report Understanding the Errors & Messages Tab Post Conversion Checklist Updating Crystal Reports Required NTFS Rights Unlocking Optional Modules

4 chapter 1 Welcome The Four Keys to a Successful Conversion Pre conversion Considerations Frequently Used Terms

5 2 C HAPTER Welcome to the Conversion Guide for The Financial Edge. This guide provides step by step procedures to help current users of the latest version of Accounting for Nonprofits 6.4 successfully convert to The Financial Edge. To prepare for conversion, you should have already read the Conversion Planning Guide, prepared your data according to the recommendations, and run the pre conversion utility. If you are not sure if your data is ready or have any question regarding conversion preparation, please review the Conversion Planning Guide. To download the most current system requirements, select System Requirements from the resources menu on our website at Warning: Because The Financial Edge is a new product, the conversion process requires detailed planning. Before converting, you should carefully read the Conversion Planning Guide and follow the pre conversion suggestions provided. You should carefully read this guide before converting your data or installing The Financial Edge. The information in this guide is organized into two chapters. Chapter 1: Welcome. This chapter is an introduction to the Conversion Guide and includes information discussing the importance of preparing for the conversion process, including the four keys to a successful conversion. Chapter 2: Converting to The Financial Edge. This chapter provides instructions for installing The Financial Edge and converting your data for both standalone machines and network installations. We have also included information about changes you may need to make to your data once converted, including a checklist of post conversion tasks. Warning: The conversion process makes irreversible changes to your database. Before proceeding, we recommend you make a backup of your 6.4 data. If the conversion process is interrupted for any reason, you must restore to that backup and begin the conversion again. Because the conversion process makes irreversible changes to your database, we recommend you make a backup of your version 6.4 data before proceeding. If the conversion process is interrupted for any reason, you must restore to that backup and re start the conversion. The Four Keys to a Successful Conversion Converting from Accounting for Nonprofits 6.4 to The Financial Edge is a serious undertaking requiring careful planning on your part. The conversion is not a self contained update you simply insert in your CD ROM drive and run. Note: Information in this guide is subject to change. Please visit our website at to view the most current information before you begin planning your conversion to The Financial Edge. To access our system requirements, select System Requirements from the resources menu on our website. Because The Financial Edge is a new product, the conversion process requires detailed planning and implementation. To help your organization prepare, we have developed the four keys to a successful conversion. Each key is a component we feel is extremely important to the success of your conversion. We urge you to review the following four keys and make sure your organization considers each before beginning the conversion process. Time. Before you convert to The Financial Edge, you need to consider the time required to complete the process. We recommend you convert data during a relatively slow time for your organization. You cannot work in your database during the conversion process, so it is important that you schedule the conversion when you do not need to access your database. Comprehensive Conversion Plan. The transition from Accounting for Nonprofits 6.4 to The Financial Edge is a significant event requiring resource allocation and attention. Like building a home, the most important first step is a solid foundation. By carefully planning and preparing your data for conversion, you create a strong foundation for your new database. For this reason, you need to take as much time as necessary to make sure your organization is ready to convert to The Financial Edge.

6 WELCOME 3 When you convert multiple Accounting for Nonprofits 6.4 programs (such as General Ledger, Accounts Payable, Student Billing, and Payroll), be sure to include enough time between conversions to test the data and complete the post conversion tasks before starting the next conversion. Hardware. The hardware on which you are using The Financial Edge affects the performance your organization can achieve. If your hardware does not meet or exceed our requirements, you will not get the maximum benefit of using The Financial Edge. Please review the current detailed system requirements for The Financial Edge with your IT staff or the person responsible for maintaining your hardware. To download the most current system requirements, select System Requirements from the resources menu on our website at Services/Training. The transition from version 6.4 to The Financial Edge is a major conversion to a product that looks and feels totally different. The Financial Edge includes new functionality along with many new and different ways of performing tasks. Even if you have experience with Accounting for Nonprofits 6.4, we recommend receiving specific training on The Financial Edge to smooth the adjustment. Clients who have converted tell us that training was key to their success with The Financial Edge. Training is also an important component for employee morale and development. It helps employees going through even mild anxiety about the change feel more confident and capable. Training is an important investment in every aspect of your organization, staff operations, and mission. For information about the best training option for your organization, check out our Training page on Blackbaud.com or call your account representative at You can also send an to In addition to training, we offer services that may be beneficial to your organization. For example, we offer consulting services to assist you with every aspect of your conversion and implementation, including remote installation. We also offer secure hosting services, which can free your organization from the cost and upkeep of hardware concerns. Pre-conversion Considerations When you convert to The Financial Edge, most of your Accounting for Nonprofits 6.4 information converts. However, because The Financial Edge is an entirely new program, the underlying data structures are very different from Accounting for Nonprofits 6.4; therefore, some aspects do not convert. Please review the Conversion Planning Guide and follow all setup, data, and pre conversion recommendations BEFORE converting. It is extremely important that you take the necessary time to prepare and account for any data that does not convert. To help you prepare your data for the conversion, we provide a pre conversion utility that you are required to run before attempting the conversion. If you have not run the pre conversion utility yet, see the Running the Pre conversion Utility chapter of the Conversion Planning Guide. This utility assists you in making decisions on ways to improve your account structure, fund closing methods, budget templates, and other areas that affect your reporting and usability of the software. Frequently Used Terms This section defines words and phrases you need to know as you run the installation. If you come across an unfamiliar term when reading the The Financial Edge documentation, you can check the online glossary in the help file. Database. A database is a collection of information organized in such a way that a computer program can quickly select desired pieces of data. It works much like an electronic filing system. Traditional databases are organized by fields, records, and files. A field is a single piece of information; a record is a set of fields; and a file is a collection of records. Cache. Cache is computer memory with a very short access time. A computer uses it to store frequently used instructions or data.

7 4 C HAPTER User workstation. A user workstation is used for running applications. These computers rely on servers for resources, such as files, devices, and processing power. Local Area Network (LAN). A Local Area Network (LAN) is a group of computers and other devices dispersed over a relatively limited area and connected by a communications link. This link enables any device to interact with any other device on the network. LANs commonly include workstations and shared resources such as laser printers and large hard disks. NetBIOS. NetBIOS is an application programming interface. An abbreviated form that stands for Network Basic Input Output System, it augments the DOS BIOS by adding special functions for LANs. Nearly all LANs for personal computers are based on NetBIOS. Internetwork Packet Exchange (IPX). IPX is a protocol in Novell Netware that governs the addressing and routing of packets within and between LANs. Unlike SPX, IPX does not guarantee a message will be complete. IPX/SPX. IPX/SPX is the network and transport level protocol used by Novell Netware, which together correspond to the combination of TCP and IP in the TCP/IP protocol suite. Network installation. A network installation configures the system for multiple users on multiple workstations. Data and the database engine are installed on a server. To access data from a workstation, you start the database engine. Protocol. Protocol handles data routing and addressing. If the network protocol fails, the workstations cannot connect to your database. Accounting for Nonprofits supports TCP/IP, IPX/SPX, and NetBIOS. Server. A server is a powerful computer or processor dedicated to managing disk drives, printers, or network traffic. Servers are often dedicated, meaning they perform no tasks other than server tasks. For example, a dedicated server for your Blackbaud database and Blackbaud programs with no other programs installed. SPX. SPX is an acronym for Sequenced Packet Exchange. SPX uses IPX to transfer the packets; however, SPX ensures messages are complete. Novell Netware uses this transport level protocol. Standalone system. A standalone system (also referred to as a single user system) is set up for one user. The workstation can access the data directly. To access data, you can open any program module. You do not need to start the database engine independently. TCP/IP. TCP/IP is an acronym for Transmission Control Protocol/Internet Protocol. The Department of Defense developed this protocol for communications between computers. TCP/IP, which is built into the UNIX system, has become the standard for data transmission over networks, including the Internet. UNC. UNC is an acronym for Uniform Naming Convention, the system of naming files among computers on a network. UNC ensures a file on one computer has the same path name when accessed from any other computer on the network.

8 chapter 2 Converting to The Financial Edge Installing and Converting on a Standalone Machine Recommended Steps for Installing and Converting on a Standalone Machine Step 1: Confirm Data Readiness Step 2: Important Notes Before Installing on a Standalone Machine Step 3: Installing The Financial Edge on a Standalone and Migrating Your Database Step 4: Converting Your Accounting for Nonprofits 6.4 Data on a Standalone Installing and Converting on a Network Recommended Steps for Installing and Converting on a Network Step 1: Confirm Data Readiness Step 2: Important Notes Before Installing on a Network Step 3: Installing The Financial Edge on a Server Step 4: Migrating Your ASA Database Step 5: Converting Your Accounting for Nonprofits 6.4 Data on a Network Understanding the Exception Report Post Conversion Checklist Updating Crystal Reports Required NTFS Rights Unlocking Optional Modules WebPortal Unlock Codes

9 6 C HAPTER This chapter provides step by step conversion procedures for clients who are currently using the latest version of Accounting for Nonprofits 6.4 and are updating to The Financial Edge. The conversion process includes the installation of The Financial Edge, as well as the migration and conversion of your data. You can install and convert data on a standalone machine or on a network server. In order to begin the installation and conversion process, you must be running the latest version of Accounting for Nonprofits 6.4 and you should have already prepared and locked your data using the pre conversion utility. If you have not yet installed 6.4 and locked your data using the pre conversion utility, you cannot continue with the conversion process. Please refer to the Conversion Planning Guide for detailed information about running the pre conversion utility and preparing your data for conversion. If you have not updated your Blackbaud programs to the latest version of Accounting for Nonprofits 6.4 and need more information, please contact us via at You can also find more information on our website at Installing and Converting on a Standalone Machine Warning: The conversion process makes irreversible changes to your database. Before proceeding, we recommend you make a backup of your 6.4 data and test that backup before proceeding. If the conversion process is interrupted for any reason, you must restore to that backup and begin the conversion again. A standalone system is configured for one user and data is accessed from one workstation. If your organization uses a standalone system, you should follow the installation and conversion instructions provided in this section. You are ready to begin the installation and conversion process only when you are sure you are running the latest version of Accounting for Nonprofits 6.4 and you have prepared your data by following the recommendations in the Conversion Planning Guide. We recommend that you read the entire Conversion Planning Guide before beginning the installation and conversion process. Recommended Steps for Installing and Converting on a Standalone Machine If you are installing a standalone version of The Financial Edge and converting your Accounting for Nonprofits 6.4 data, you should complete the following steps. We recommend using this checklist to help guide you through the process. As you complete each task in the list, place a mark in the corresponding checkbox. Make sure you have successfully prepared your data for the conversion by following the requirements and recommendations in the Conversion Planning Guide. This step is extremely important to the success of your conversion and includes requirements like running the latest pre conversion utility and locking your data. For more information, see Step 1: Confirm Data Readiness on page 7. Prepare for the installation by reviewing Step 2: Important Notes Before Installing on a Standalone Machine on page 7 and following the recommendations that apply to you. Install The Financial Edge and migrate your ASA database to SQL Server. For more information, see Step 3: Installing The Financial Edge on a Standalone and Migrating Your Database on page 8. Launch The Financial Edge and convert your data. Your General Ledger, Accounts Payable, and Fixed Assets data converts automatically. However, your Accounts Receivable, Miscellaneous Cash Receipts, Student Billing, and Payroll data must be converted manually using conversion utilities accessed from the Plug Ins page of the shell. For more information, see Step 4: Converting Your Accounting for Nonprofits 6.4 Data on a Standalone on page 16. Perform the recommended post conversion tasks. For more information, see Post Conversion Checklist on page 67.

10 C ONVERTING TO THE F INANCIAL EDGE 7 Step 1: Confirm Data Readiness It is important that you verify the readiness of your 6.4 data. Confirming readiness involves verifying that you have successfully prepared your data for the conversion. Requirements and recommendations for preparing your data are provided in the Conversion Planning Guide, including information about running the latest pre conversion utility and locking your data. This step is not optional. It is extremely important to the success of your conversion. Before continuing with the conversion process, make sure your data has been prepared. Once you have confirmed that your data is ready, you can continue with the installation and conversion process. Step 2: Important Notes Before Installing on a Standalone Machine This section provides important notes you should read before attempting to install The Financial Edge 7. We recommend that you verify each item in this list before moving on to the installation and conversion procedures. Many of the items in this section are important precautions you should take to promote a successful install. If you ignore recommendations in this list, you may have problems during the installation process. Make sure you have already installed and configured the latest version of Accounting for Nonprofits 6.4 for each database in your system. If you have multiple databases, you must install 6.4 on each. Make sure you have prepared for the conversion and installation by completing the requirements and recommendations in the Conversion Planning Guide. These include posting all transactions to General Ledger, reconciling all Accounting for Nonprofits 6.4 subsidiaries to the appropriate accounts, and locking your 6.4 data using the latest pre conversion utility. We recommend saving a backup of your database before proceeding with the installation. If you have multiple databases, you need to save a backup of each. For more information about backing up and restoring databases, see the Database Administration Guide. A new set of sample data is installed automatically during the update. To save your 6.4 sample data, make a backup copy before installing The Financial Edge. We recommend you use the new sample data as a training tool because it contains examples of the new features available in The Financial Edge. You should fully understand The Financial Edge system requirements and make sure they are met. To download the most current system requirements, select System Requirements from the resources menu on our website at Make sure you have a CD ROM drive at the workstation on which you are updating so you can access the installation CD ROM. The Financial Edge includes Microsoft s SQL Express If you are using Microsoft SQL Server 2005 Standard/Workgroup/Enterprise Edition, Service Pack 4 must be installed. This is a Microsoft patch required to keep your system current with Microsoft s security recommendations. If you have not installed Service Pack 4, you can download it from Microsoft s SQL Server 2005 Downloads page. The Financial Edge is compatible with Microsoft s SQL Server We do not recommend migrating your database on a machine with multiple Athlon processors. If you must migrate your ASA database(s) to SQL Server on a machine configured with multiple Athlon processors, the migration process may freeze due to a conflict between SQL Server and the Athlon processors. Microsoft s Internet Explorer is required to run The Financial Edge. Internet Explorer 7.0 or higher or Firefox 3 is required for WebPortal. Exit all Windows applications on the workstation where The Financial Edge will be updated.

11 8 C HAPTER Close any virus scan programs. These programs can sometimes mistakenly interpret the setup/update process of a new program as a contamination of existing files on the disk. Close the Microsoft Office toolbar, if present. It may interfere with the installation of some files. The Financial Edge supports Crystal Reports IX. As part of your Financial Edge update process, you should install Crystal Reports which is included in your Financial Edge update package. However, before installing Crystal Reports, you must uninstall any earlier versions on your computer. For procedures, see Updating Crystal Reports on page 71. If you are updating from version 6.4 on a new machine, or one that does not have the older version present, you must run AFNDBSetup.exe to install the required files from the Tools\Migration directory located on the CD. Contact Blackbaud product support for the password. Step 3: Installing The Financial Edge on a Standalone and Migrating Your Database Note: A standalone machine, or single workstation, is set up for one user and data is accessed from only one workstation. You are ready to install The Financial Edge and migrate your database(s) only after you have successfully met the requirements and recommendations presented in Step 1: Confirm Data Readiness on page 7 and Step 2: Important Notes Before Installing on a Standalone Machine on page 7. If you have not yet prepared for the conversion using this information, we strongly recommend that you review it before continuing. If you have successfully prepared using the information provided, including the Conversion Planning Guide, you are ready to continue with the conversion process by installing The Financial Edge and migrating your database(s). Installing The Financial Edge on a standalone machine and migrating your database(s) During this procedure you will install The Financial Edge 7 and migrate your ASA database to SQL Server. After you install The Financial Edge and migrate your databases, you must reboot your computer. Do not interrupt the process. After the reboot, you will open The Financial Edge and convert your data. 1. Place the Financial Edge 7 install CD in your CD ROM drive. The AutoPlay menu screen appears.

12 C ONVERTING TO THE F INANCIAL EDGE 9 2. Select Install Software. The Financial Edge splash screen appears briefly while the InstallShield Wizard prepares for the installation. The InstallShield Wizard screen appears. 3. Click Next. The License Agreement screen appears. 4. Read the license agreement, and if you accept the terms, select I accept the terms of the license agreement. If you select I do not accept the terms in the license agreement, you cannot continue with the installation.

13 10 C HAPTER 5. Click Next. The Ready to Install the Program screen appears. If you want to check available disk space, click Space to access the Disk Space Requirements screen. 6. Click OK to return to the Ready to Install the Program screen.

14 C ONVERTING TO THE F INANCIAL EDGE Click Install to begin the installation process. The Installing The Financial Edge screen appears displaying the status of the installation. If there are files in use that the installation process needs to update or that need to be closed, a screen appears notifying you. Close the requested files and click Retry to continue. 8. Once the installation is complete, the InstallShield Wizard Completed screen appears. Click Finish.

15 12 C HAPTER 9. A screen appears prompting you to restart your computer, which is required to complete the installation. Click Yes to restart now or No to restart on your own. Note: When you log back into your system, you will notice icons on your desktop for The Financial Edge and the Blackbaud Management Console. 10. After restarting, The Financial Edge Setup screen appears briefly while final configuration takes place. At this point, The Financial Edge 7 is installed. Your next step is to migrate your 6.4 ASA database. 11. Open the Blackbaud Management Console by double clicking the desktop icon. You can also open it from the Program menu. The Blackbaud Management Console opens and the Getting Started screen appears.

16 C ONVERTING TO THE F INANCIAL EDGE Mark Migrate a database and click Begin. The Welcome to the Migrate Database Wizard screen appears. 13. Click Next to continue. The Path to Database screen appears. 14. Use the browse button to locate the 6.4 ASA database you want to migrate.

17 14 C HAPTER 15. Once you enter the path, click Next. The Select Server screen appears. 16. On this screen, select the preferred server option for attaching your migrated database. Mark Use The Financial Edge database server (Recommended) to use the SQL Server 2008 Express instance, which is included with The Financial Edge 7. This is the recommended and most common server option. If you select this option, proceed to step Mark Select another SQL Server instance to use a server other than the SQL Server 2008 Express. 18. Click Next to continue. The Server Information screen appears. 19. In the Select Server frame, select the server to which you want to migrate a database. You can click Available to display the available servers. Once you display the available servers, you can click Registered to display the registered servers available to you. 20. In the Login Information frame, select the type of authentication you want to use. Select Use Windows authentication if you are using a full version of SQL Server configured for Windows login authentication.

18 C ONVERTING TO THE F INANCIAL EDGE Click Test to check the database connection. If the database connection fails, check the login information and verify that you selected the correct server. 22. Click Next to continue with the migration. A Database Information screen appears. 23. In the Path for migrated database field, enter a location for the database you are migrating. You can use the browse button to map to the location or leave the default location. 24. Enter a name for the new database in the Name for migrated database field. This name appears on the server. 25. You can enter a description of the database in the Description for migrated database field. The description you enter will be seen when you log in to The Financial Edge. 26. Click Migrate to begin the migration of your database from ASA to SQL Server. A series of processing screens appear displaying the progress of the migration. Once the migration is finished, the Completing the Migrate Database Wizard screen appears.

19 16 C HAPTER 27. Click Finish to close the Migrate Database Wizard. Your database is now migrated to The Financial Edge 7. IMPORTANT! The next step is converting your Accounting for Nonprofits 6.4 data. For instructions that guide you through the data conversion process, see Step 4: Converting Your Accounting for Nonprofits 6.4 Data on a Standalone on page 16. Step 4: Converting Your Accounting for Nonprofits 6.4 Data on a Standalone Once you have installed The Financial Edge 7, and migrated your database(s), you can convert your data. The number of conversion processes you run depends on the products you are converting. After each successful conversion process, we recommend that you create a new backup. That way, if there is an issue with subsequent conversion processes you can restore to the last good backup. The first process converts your General Ledger, Accounts Payable, and Fixed Assets data. It occurs automatically when you log in to The Financial Edge after installing. The second process converts your Accounts Receivable and Cash Receipts data. This is accomplished manually by running a plug in from the Plug Ins page of The Financial Edge. The third process converts your Student Billing data. This is accomplished by installing a conversion plug in and running it from the Plug Ins page of The Financial Edge. The final process converts your Payroll data. This is accomplished by installing a conversion plug in and running it from the Plug Ins page of The Financial Edge. This section contains procedures for each process. Before attempting to run any of conversion processes, make sure you have prepared you data according to the recommendations provided in the Conversion Planning Guide. Converting your General Ledger 6.4, Accounts Payable 6.4, and/or Fixed Assets 6.4 data Note: You can also begin the conversion process by selecting The Financial Edge from your program menu instead of double clicking the desktop icon. 1. During the installation a shortcut for The Financial Edge was placed on your desktop. To begin the conversion process, access your desktop and double click the shortcut, which is a Financial Edge icon. 2. The Financial Edge splash screen appears informing you that multiple databases are detected. In most cases the screen displays your organization s database and the sample database.

20 C ONVERTING TO THE F INANCIAL EDGE Select your organization s database. The login screen appears. 4. Enter your user name and password in the corresponding fields. 5. Click the right arrow button to log in. The Database Update Required screen appears. 6. Click Yes. The Database Upgrade screen appears, displaying the progress of your database upgrade. During this process, your General Ledger, Accounts Payable, and/or Fixed Assets data is converted. The upgrade and initial conversion process may take a long period of time. Please do not restart your machine during this process.

21 18 C HAPTER 7. Once the database upgrade and initial data conversion process is complete, The Financial Edge opens. If you do not have Accounts Receivable, Miscellaneous Cash Receipts, Student Billing, or Payroll data to convert, your conversion process is complete. However, before you begin using The Financial Edge, you should complete the post conversion tasks that apply to your organization. For more information, see Post Conversion Checklist on page 67. If you have Accounts Receivable or Miscellaneous Cash Receipts data to convert, continue to the next procedure. If you do not have Accounts Receivable or Miscellaneous Cash Receipts, but do have Student Billing proceed to Installing the Student Billing conversion utility on page 23. If you do not have Accounts Receivable, Miscellaneous Cash Receipts, or Student Billing but do have Payroll, proceed to Installing the Payroll conversion utility on page 28. Converting your Accounts Receivable 6.4 and Cash Receipts 6.4 data Note: We strongly recommend that you make a backup before converting your Accounts Receivable and/or Cash Receipts data. For information about creating a backup, see the Database Administration Guide.

22 C ONVERTING TO THE F INANCIAL EDGE 19 Before attempting to run the conversion, make sure you have reviewed the pre conversion considerations outlined in the Conversion Planning Guide and followed any recommendations that apply to your organization. We recommend that you create a backup of your database before converting. 1. From The Financial Edge, click Plug Ins on the navigation bar. The Plug Ins page appears. 2. Click Initialize Accounts Receivable and Cash Receipts Systems. This link may list only one program if you do not have both Accounts Receivable and Miscellaneous Cash Receipts. The Initialize Accounts Receivable and Cash Receipts Systems screen appears, displaying three data conversion options.

23 20 C HAPTER Note: In Accounts Receivable 7, all document numbers, including invoice and charge IDs, are limited to nine characters in length. If your data contains incompatible document numbers, when you begin the conversion process, you are prompted to either renumber all charge and credit document numbers or only those that are incompatible. The original document numbers will become attributes for each charge and credit. 3. Review the conversion options and select the one that best suits your organization. The following conversion options are available if you have both Accounts Receivable and Miscellaneous Cash Receipts installed. If you have only one or the other, the conversion options change slightly to reflect the product you have. Convert all existing Accounts Receivable and Cash Receipts 6 data This option is best suited for clients who are currently using Accounts Receivable and/or Miscellaneous Cash Receipts correctly and want to keep all existing data when converting to The Financial Edge 7. Convert your existing Cash Receipts 6 data and your Accounts Receivable 6 client data and balances only This option is best suited for clients who would rather convert only Accounts Receivable client information and balances, and then manually add specific transactions. This option is a good solution for clients who may have stopped using Accounts Receivable 6 at some point, but still have valid client info and balances. All Miscellaneous Cash Receipts data is converted with this option. Get started with your new system using step by step instructions This option gives you a fresh start and guides you through each step required to set up Accounts Receivable 7 and Cash Receipts 7. If you select this option, no data is converted and the Set Up Accounts Receivable page appears. If you choose to convert all data or only client data and balances, the conversion process is similar. Click either option and a conversion process screen appears.

24 C ONVERTING TO THE F INANCIAL EDGE Before continuing, make sure you have reviewed the pre conversion considerations and followed the recommendations for preparing your data. For more information, see the Conversion Planning Guide. If you are ready to continue with the conversion process, click Convert Now. A message appears reminding you to create a backup before continuing. For instructions guiding through creating a backup, see the Database Administration Guide. 5. If you have created a backup and are ready to continue, click Yes. The conversion begins and the progress is displayed on the conversion process screen. After the conversion is complete, one of two confirmation messages appear. If no exceptions are found, the following screen appears. If you see this screen, your Accounts Receivable and/or Cash Receipts conversion is complete. Click Close. If you have Student Billing data to convert, continue to Installing the Student Billing conversion utility on page 23. If you do not have Student Billing data, you should review the post conversion tasks and complete any that apply to your organization before using The Financial Edge. For more information, see Post Conversion Checklist on page 67.

25 22 C HAPTER If exceptions are found during the conversion, the following screen appears. If you see this screen, proceed to the next step. 6. Because exceptions were found during the data conversion process, an exception report was created. You must view this report and take ownership of the exceptions before continuing. To view the report, click the exception report link. Once you have reviewed the exceptions, close the report. 7. The conversion confirmation screen appears again with the Close button enabled. Click Close. A screen appears informing you that you must correct or accept any errors listed in the exception report before entering data in The Financial Edge. Note: If you click Yes and find you cannot correct the exceptions in Accounts Receivable 7 and/or Cash Receipts 7 and do not want to accept them, you should restore to a backup and attempt to make the corrections in your 6.4 data before attempting to convert again. 8. On this screen, you have two options: Click Yes if you agree to accept and/or correct the exceptions listed in the report. If you click Yes, you can access Accounts Receivable 7 and/or Cash Receipts 7. However, it is vital that you review the exception report and correct or accept each exception before beginning day to day operations. For more information about the report, see Understanding the Exception Report on page 66.

26 C ONVERTING TO THE F INANCIAL EDGE 23 At this point, your Accounts Receivable 6 and/or Miscellaneous Cash Receipts 6 data is technically converted to Accounts Receivable 7 and/or Cash Receipts 7. If you have Student Billing data to convert, continue to Installing the Student Billing conversion utility on page 23. If you do not have Student Billing data to convert but do have Payroll, continue to Installing the Payroll conversion utility on page 28. If you have neither Student Billing or Payroll data, you should review the post conversion tasks and complete any that apply to your organization before using The Financial Edge. For more information, see Post Conversion Checklist on page 67. Click No if you do not agree to correct or accept the exceptions listed in the report. If you click No, you will not be able to use Accounts Receivable 7 and/or Cash Receipts 7 and you should restore to a 6.4 backup immediately. Once you restore, you can continue using Accounts Receivable 6 and/or Miscellaneous Cash Receipts 6 until you are ready to attempt the conversion again. Refer to the exceptions report for data corrections you should make before attempting to run the conversion again. If the conversion is still unsuccessful, create a case by selecting Case Central from the Support menu on our website. Installing the Student Billing conversion utility In order to convert your Student Billing 6.4 data, you need to install the Student Billing conversion utility. Once installed, the conversion utility is accessible from the Plug ins page of the shell and is available only to users with supervisor security rights. Before installing this utility, be sure to log into The Financial Edge to update any necessary database files. Also, verify that you are logged in as a Supervisor. 1. Insert the update CD into your CD ROM drive and access the Tools\Utilities\SB7Conversion directory. 2. From the SB7Conversion directory, double click SB7Conversion.exe. The Conversion Extraction screen appears. 3. Click Extract to install the conversion utility. 4. Once the installation is complete, click Finish. The conversion utility is now available from the Plug Ins page of the shell. Continue to the next section for instructions on using the utility to convert your Student Billing 6.4 data.

27 24 C HAPTER Converting your Student Billing 6.4 data Before attempting to run the conversion, make sure you have reviewed the pre conversion considerations outlined in the Conversion Planning Guide and followed any recommendations that apply to your organization. You also need to install the conversion utility before running the conversion. If you have not yet installed the utility, see Installing the Student Billing conversion utility on page 23. We recommend that you create a backup of your database before converting. 1. From The Financial Edge, click Plug Ins on the navigation bar. The Plug Ins page appears. The Plug Ins page appears. 2. Click Initialize Student Billing System. The Initialize Student Billing System screen appears, displaying the steps to follow before using Student Billing 7. The Initialize Student Billing System link appears on the Plug Ins page only if you have previously installed the Student Billing conversion utility and have supervisor security rights. 3. Review the conversion options and select the one that best suits your organization. Full Conversion Select this option to convert Configuration settings, records, and all transaction history from Student Billing 6.4 to Student Billing 7. Records Only Select this option to convert Configuration settings and all records from Student Billing 6.4 to Student Billing 7. If you select this option, no transaction history is converted.

28 C ONVERTING TO THE F INANCIAL EDGE 25 Configuration Only Select this option to basically start with a fresh slate and only convert attribute types, promotion schedules, GST codes, aging information, and billing items. Options in Student Billing 6.4 do not convert to corresponding business rules in Student Billing 7. You should review all business rules after the conversion. Once you select a conversion option the Student Billing Conversion Utility screen appears. If you selected Full Conversion or Records only, proceed to the next numbered step to continue. If you selected Configuration Only the conversion options on this screen are disabled and you should proceed to step 8 to continue. 4. In the Use the following method to calculate dates for default schedules field, select one of the following options to determine the specific dates to use when converting Student Billing 6.4 default distributions to default schedules. Period start date If you select this option, the beginning date of the corresponding period is used. Period end date If you select this option, the ending date of the corresponding period is used. Middle of period If you select this option, the date that falls in the middle of the corresponding period is used. For example, day 15 of a 30 day period. 5. The Student type field in Student Billing 6.4 is becoming Board type in Student Billing 7. To account for this, in the Convert student types to field, select Board Type or Attribute. If you select Board Type, the current student type is simply moved to the Board type field on student records in Student Billing 7. If you select Attribute, the current student type is added as an attribute on student records. 6. In the Set enrollment status to field, select a default enrollment status for converted student records. This default appears in the Enrollment status field located on the Bio 2 tab of each student record. Once your data is converted, you can adjust the enrollment status as needed on each record.

29 26 C HAPTER 7. In Student Billing 7, individual records replace parent/guardian records. Because of this change, the Head of Household designation and family name information field no longer exist. To maintain this information by adding it to individual records as attributes, mark Convert head of household as an attribute and Convert family name as an attribute. 8. If you are ready to begin converting your data, click Convert. The Student Billing Conversion Process screen appears.

30 C ONVERTING TO THE F INANCIAL EDGE Before continuing, make sure you have reviewed the pre conversion considerations and followed the recommendations for preparing your data. If you are ready to continue with the conversion process, click Convert Now. A message appears reminding you to create a backup before continuing. 10. If you have created a backup and are ready to continue, click Yes. The conversion begins and the progress is displayed on the conversion process screen. If an error or exception is found that requires immediate attention, the conversion stops and the following message is displayed. If you see this message, click OK. The conversion utility screen appears. Access the Errors & Messages tab and review the information provided in the grid and correct the issues noted. Once the issues are corrected, run through the conversion again. For more information, see Understanding the Errors & Messages Tab on page Once your Student Billing conversion is complete, a confirmation screen appears.

31 28 C HAPTER Click OK. The conversion utility screen appears with the Records tab options now disabled. 12. At this point, your Student Billing 6.4 data is converted to Student Billing 7. If you have Payroll data to convert, continue to Installing the Payroll conversion utility on page 28. If you do not have Payroll data, you should review the post conversion tasks and complete any that apply to your organization before using The Financial Edge. For more information, see Post Conversion Checklist on page 67. Installing the Payroll conversion utility In order to convert your Payroll 6 data, you need to install the Payroll conversion utility. Once installed, the conversion utility is accessible from the Plug ins page of the shell and is available only to users with supervisor security rights. Before installing this utility, be sure to log into The Financial Edge to update any necessary database files. Also, verify that you are logged in as a Supervisor. 1. Insert the update CD into your CD ROM drive and access the Tools\PY7Conversion directory. 2. From the PY7Conversion directory, double click PY7Conversion.exe. The installation process begins. 3. Once the installation is complete, click Finish. The conversion utility is now available from the Plug Ins page of the shell. Continue to the next section for instructions on using the utility to convert your Payroll 6 data. Converting your Payroll 6.4 data Before attempting to run the conversion, make sure you have reviewed the pre conversion considerations outlined in the Conversion Planning Guide and followed any recommendations that apply to your organization. You also need to install the conversion utility before running the conversion. If you have not yet installed the utility, see Installing the Payroll conversion utility on page 28. Also, verify that you have posted all 6.x Payroll items marked as Not yet posted before running the conversion. The conversion process cannot be completed unless these items are posted. We recommend that you create a backup of your database before converting. 1. Open The Financial Edge 7. To open the program, access your desktop and double click the Financial Edge icon. 2. The Financial Edge splash screen appears informing you that multiple databases are detected. In most cases the screen displays your organization s database and the sample database.

32 C ONVERTING TO THE F INANCIAL EDGE Select your organization s database. The login screen appears. 4. Enter your user name and password in the corresponding fields. 5. Click the right arrow button to log in. The Database Update Required screen appears. 6. Click Yes. The Database Upgrade screen appears, displaying the progress of your database upgrade. 7. Once the process is complete, The Financial Edge opens. To convert your Payroll data, click Plug Ins on the navigation bar. The Plug Ins page appears. 8. Click Initialize Payroll System. The Initialize Payroll System screen appears, displaying the steps to follow before using Payroll 7. The Initialize Payroll System link appears on the Plug Ins page only if you have previously installed the Payroll conversion utility and have supervisor security rights.

33 30 C HAPTER 9. Click You must select a method for converting the department designation in Payroll 6 GL distributions. The Method for Converting Departments screen appears. This step is necessary because we have removed the Department column in the distribution grid when defining account distributions. To account for this change, you will need to select a method for converting department designations in your Payroll 6.4 account distributions. 10. Select a method for converting department designations on account distributions by marking one of the following. Do not convert the department used in the distributions in Payroll 6 Choose this option if you track departments in The Financial Edge using a segment in your account structure and you do not need to track department expenses outside of the account number. Create a transaction attribute for each department in Payroll 7 Choose this option if you want to create a transaction attribute for each department in Payroll 6.4 and track department expenses separately from the account number in Payroll 7. Convert departments used in the distributions in Payroll 6 as a transaction code in Payroll 7 This option is available only if you have the optional module Projects and Grants. You should choose this option if you track departments using transaction codes in The Financial Edge. If you select this option, you must also map all Payroll 6.4 departments to transaction codes using the corresponding grid. 11. Once you select a method for converting the department designation, click Continue to return to the Initialize Payroll System screen. Note: Before converting, you can access your Payroll 6.4 data and make changes. However, once your data is converted, you will no longer be able to access Payroll 6.4.

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