AccountMate 8.x for SQL/Express Conversion from AccountMate/LAN 7.x CONVERSION INSTRUCTIONS

Transcription

1 AccuntMate 8.x fr SQL/Express Cnversin frm AccuntMate/LAN 7.x CONVERSION INSTRUCTIONS As f Octber 24, 2012 IMPORTANT!! READ THIS DOCUMENT FIRST. D nt run the AccuntMate 8.x fr SQL/Express (AM 8.x) cnversin until yu read and thrughly understand all pages f this dcument. If yu have any questins abut the cnversin prcess after reading this material, please cntact ur Prduct Supprt team at (707) r via at supprt@accuntmate.cm befre yu attempt the cnversin. What s New? Pre-installatin Steps > Cash Flw Categry Assignment. A new step pertaining t cash flw categry assignment is added. Pst Upgrade Prcess > Access Maintenance Recrds. Added the Chart f Accunts functin t the list f Maintenance recrds that must be reviewed after the upgrade. Pst Upgrade Prcess > Verify Cnverted Database Recvery Mdel Setting in SQL Server. Added new infrmatin pertaining t the database recvery mdel setting after cnversin. This dcument has been designed t address yur cnversin needs. This is made up f tw parts: Checklist step-by-step list f the prcedures t be perfrmed Installatin & Cnversin Details detailed discussin f the prcedures specified in the checklist CHECKLIST Nte: Please refer t the Installatin & Cnversin Details sectin fr a detailed discussin f the specific steps in the checklist belw. A. Pre-installatin Steps 1. Crrect Versin 2. Cnversin Limitatins 3. D Mdificatins Exist? 4. Install SQL Server with Mixed Mde Authenticatin 5. Install SQL Server s Full Text-Search Cmpnent 6. Chse Cmputer 7. Check Disk Space 8. Select and Map a Cmmn Files Directry Page 1 f 40

2 9. Backup 10. Perfrm Data Validatin Prcedures 11. Payrll Mdule Preparatins 12. Cash Flw Categry Assignment 13. Clse PO/AP 14. Generate and Exprt Accrued Received Gds Reprt 15. Dwnlad Pre-Cnversin Utility 16. Run Pre-Cnversin Utility 17. Cnslidated Ledger Mdule Preparatins 18. Run Reprts B. AccuntMate 8 fr SQL/Express Installatin 1. Run Setup.exe 2. Select Destinatin Lcatin 3. Select the Custm Installatin Optin 4. AccuntMate Prduct Key Select Cmpnents t Install Launch the Administratr Prgram Back up AM 8 fr SQL/Express C. Cnverting Data 1. Verify Exclusive Access 2. Dwnlad and Extract Latest Cnversin Utility 3. Verify Data Set Size 4. Run Amcnvert.exe 5. Cnversin Setup 6. Validatin/Cnversin Setup 7. Run the Cnversin D. Pst-Cnversin Prcess 1. Verify Cnverted Database Recvery Mdel Setting in SQL Server 2. Activate Mdules 3. Install License File 4. Input PR Tax Subscriptin Key 5. Run Cmpany Setup 6. Assign Grup and User Access Rights 7. Run Credit Card/SSN Update Utility 8. Initialize Mdules and Install Latest PR Tax Update 9. Access Maintenance Recrds 10. Transfer Data t GL 11. Cnslidate Accunt Balances and Budgets 12. Cmpare GL Transfer Reprts and Financial Statements 13. Review Cnverted Data (by running reprts) 14. Perfrm Typical r Cmpact Installatin n Wrkstatins 15. Recreate Reprt Macrs and Custm Reprts 16. Pst AP Invices fr PO Receipts Page 2 f 40

3 E. Trubleshting Errrs and Messages 1. Missing file/flder. Please verify that yu have extracted the cnversin files crrectly. 2. Cannt detect the SQL Server instance. Be sure that the AccuntMate applicatin has already been run t create the amwsys and sample databases. 3. Server name shuld nt cntain [ln7/ln6]. 4. Database name shuld nt start with a number. 5. Database name shuld nt cntain space(s). 6. Freign Key Vilatin Errr --- Checklist Ends (Detailed Discussin Fllws) --- INSTALLATION & CONVERSION DETAILS A. Pre-installatin Steps 1. Crrect Versin Use these instructins when cnverting: Databases n AccuntMate/LAN Versin 7 (LAN 7), Build LN701 r higher t either f the fllwing: AccuntMate 8.3 fr SQL (AM/SQL 8.3) r higher; r AccuntMate 8.3 fr Express (AM/Express 8.3) r higher Check the versin number f yur current installatin by accessing the Abut AccuntMate functin under the Help menu. If yur current installatin is a versin that is lwer than thse mentined abve, yu must use a different set f instructins. Verify that the versin number n the new AccuntMate CD is AM 8.3 r higher. Cntact AccuntMate Prduct Supprt at (707) , supprt@accuntmate.cm r call Custmer Service at ext 520 if yu want t cnvert t any ther versin. 2. Cnversin Limitatins Please take nte f these cnversin limitatins that affect the fllwing mdules and features: a. Varius Mdules: The next cmputer and handwritten check #, transactin #, and depsit # fields in Bank Accunt Maintenance are cnfigured differently in AccuntMate LAN and AccuntMate 8 SQL/Express. These fields are assigned a numeric data type in AM/LAN while they are integers in AM 8. The SQL integer data type has a Page 3 f 40

4 maximum value f while the LAN numeric data type has a higher maximum value. If the next check, transactin r depsit number fr any f yur bank accunts in LAN is greater than the maximum SQL integer value, the cnversin will fail; s be sure t change the field value befre running this cnversin. b. GL Mdule: Temprary pstings f GL entries frm subsidiary mdules (i.e. GLTFER recrds) will be excluded frm the cnversin. After the cnversin yu must run the Transfer Data t GL functin fr all subsidiary mdules t get up-t-date GL accunt balances. c. CL Mdule: Cnslidated Accunt Balances: Current and prir year cnslidatin entries frm subsidiary accunt balances are stred in the parent s GLTFER table. Since GLTFER recrds are excluded frm the cnversin, in essence the cnversin un-cnslidates current and prir year subsidiary accunt balances. After the cnversin yu must cnslidate accunt balances fr all subsidiary cmpanies t get up-t-date cnslidated accunt balances in the parent cmpany. Cnslidated Budgets: LAN 7 stres cnslidated budget data in the applicatin directry. AM 8 stres this data in the database; cnsequently, the cnversin will un-cnslidate budget data. After the cnversin yu must cnslidate budgets fr each subsidiary cmpany t get cnslidated budgets in the parent cmpany. d. IC Mdule: LAN 7 inventry images are nt cnverted. Yu must add the images t the Inventry Maintenance recrd after cnverting t AM 8. e. PO Mdule: Accrued received gds recrds are nt cnverted. Refer t steps 12 thrugh 15 f this sectin fr mre infrmatin. f. PR and AP Mdules: There are data structure differences between AM 8 and LAN 7 that affect the PR and AP electrnic payment feature. Because f these differences, any electrnic payments vided in LAN 7 will be excluded frm AM 8 reprts. g. SM Mdule: Cmpany and Reseller Lgs: LAN 7 cmpany lgs and the AccuntMate Slutin Prvider s lg are nt cnverted. Yu must add the lgs after cnverting t AM 8. Shrtcut Pane and User Grid Settings: LAN 7 shrtcut pane and user grid settings are nt cnverted. Yur users must re-cnfigure their shrtcut pane and user grid settings after the cnversin. Reprt Macrs: Nne f the user-defined reprt macrs will be cnverted. Yur users must recreate the reprt macrs fr all affected reprts after cnverting t AM 8. Page 4 f 40

5 Custm Reprts: Nne f the custm reprts will be included in the cnversin. Yu must recreate the custm reprts after cnverting t AM 8. Grup and User Access Rights: Only the grup and user recrds will be cnverted. Grup and user access rights will nt be cnverted. Yu must set up the grup and user access rights after cnverting t AM D Mdificatins Exist? Yur current AccuntMate system and data structure must be unmdified fr the generic cnversin prgram t wrk. Yu must have a prgrammer apply yur custmizatins int yur new versin if yu still need them. Please d nt prceed if yu mdified the data structure r system. Instead, ur Develpment Cnsulting Service, devcnsulting@accuntmate.cm, t ask hw yu can mdify the generic cnversin prgram t wrk with yur mdified AccuntMate data r system. Regular cnsulting charges will apply. 4. Install SQL Server with Mixed Mde Authenticatin Verify that SQL Server r Express is prperly installed and set up fr use with AccuntMate. a. Make sure that SQL Server/Express is installed under Mixed Mde t supprt bth SQL and NT Authenticatin. b. Be sure t assign a nn-blank passwrd t the sa SQL lgin ID. Take nte f the passwrd as yu will need it t cnfigure the SQL server cnnectin. c. Be sure nt t use a SQL Sever/Express Instance name that cntains ln7 r ln6 as this will cause prblems during the cnversin. d. Take nte f the SQL Server/Express Instance name as yu will als need it t cnfigure the SQL server cnnectin and t create the AccuntMate databases in the target database server. Nte: Be sure t install a SQL Server versin that is supprted by AccuntMate 8.x fr SQL/Express. Check ur website fr the mst up t date AM 8 System Requirements. Take nte that AccuntMate des nt sell SQL Server. Fr assistance n installing yur SQL Server r Express, refer t yur IT Prfessinal. 5. Install SQL Server s Full-Text Search Cmpnent Nte: Please skip this step if yu are cnverting t AccuntMate 8 fr Express r if yu will be running AccuntMate 8 fr SQL n SQL Server Express Editin. The Full-Text Search Cmpnent is nt available in SQL Server Express Editin. Page 5 f 40

6 AM 8 has the ability t d a full text search (i.e. search all character fields included in a catalgue) t lcate a specific recrd such as an inventry item. T activate this feature, be sure t install SQL Server s Full-Text Search cmpnent. Fr assistance n installing this cmpnent, refer t yur IT Prfessinal. 6. Chse Cmputer We recmmend that yu run the cnversin at the cmputer that hlds the SQL Server/Express. The SQL Client Tls must be installed in the cmputer where the cnversin is t be perfrmed if, fr any reasn, yu cannt perfrm the cnversin at the server. 7. Check Disk Space The physical hard drive that huses yur SQL server and data shuld have free disk space f at least 5 times the size f yur current AccuntMate data. 8. Select and Map a Cmmn Files Directry AM 8 stres the database cntainers, System Tables, Patches, Mdificatins, SptgUpdate and Custm Reprt files alng with all ther cmmn files it uses in a new directry that is referred t as the Cmmn Files Flder (refer t step 6 f Part B). T ensure that all AccuntMate wrkstatins can access these cmmn files, be sure t map this directry in all wrkstatins using the same drive letter (e.g. X) and grant readwrite access t this flder t all users. 9. Backup Back up all live cmpany databases in preparatin fr perfrming Data Validatin Prcedures and Perid-End Clsing. In case f prblems, yu can restre the databases frm yur backup and try again. DO NOT SKIP THIS STEP! 10.Perfrm Data Validatin Prcedures Run the Validate Database and Rebuild Table Indexes functins fr each cmpany t be cnverted. If yu encunter any errr, crrect the prblem; then, make anther backup f the affected database befre prceeding with the cnversin. 11.Payrll Mdule Preparatins Nte: Please skip this if yu d nt have the Payrll mdule. Starting with AM8.2 fr SQL/Express there are significant changes t the jurnal entries created fr applied payrll/payment transactins and their assciated check transactins. In AM7 fr SQL/Express the applied payrll transactin is psted directly t the individual liability GL Accunt IDs (e.g., Tax Withhldings Payable, Deductins Payable, Wages Payable, etc). Page 6 f 40

7 In AM8.2 fr SQL/Express (r higher) the applied payrll transactin is psted t the "catch all" accrued liability GL Accunt IDs (e.g., Accrued Payrll, Accrued Emplyer s Tax, Accrued Other Expenses) rather than the individual liability GL Accunt IDs. During check payment, the "catch all" accrued liability jurnal entries are reversed; the emplyee's tax withhldings and deductins, emplyer s taxes and ther payrll liabilities are then psted t the individual liability GL Accunt IDs (e.g., Tax Withhldings Payable, Deductins Payable, etc). If yur pre-update Payrll data includes any f the fllwing: Scenari 1: applied payrll transactins were permanently transferred t GL during perid-end clsing but n check payments are issued (e.g. applied payrll is dated July 31, 2011; July 2011 is clsed in PR; and n check is issued) Scenari 2: applied payrll transactins were permanently transferred t GL but the assciated check transactins are yet t be permanently transferred t GL (e.g. applied payrll is dated July 31, 2011; check is dated August 1, 2011; and July 2011 is clsed in PR) Either a PR check issuance r executin f the PR t GL transfer data rutine in AM8.2 fr SQL/Express (r higher) results in the creatin f jurnal entries that include a debit t the "catch all" accrued liability GL Accunt IDs and a credit t the individual liability GL Accunt IDs. These entries will understate the "catch all" accrued liability GL Accunt ID balances and verstate the individual liability GL Accunt ID balances. Nte: Running the GL Transfer Reprt, Transfer Data t GL and Perid- End Clsing executes the PR t GL transfer data rutine. T avid inaccurate balances, yu must perfrm perid-end clsing in Payrll thrugh the perid that has check transactins which are yet t be permanently transferred t GL. Cautin: If yu are cnverting frm AM7.4 fr LAN (r higher) t AM8.1 fr SQL/ Express (r higher), yu must clse the first perid f the calendar year (e.g., January 2012)in the Payrll mdule t transfer t General Ledger the beginning f year paid leave accrual jurnal entries generated during W-2 Clsing; therwise, yu can n lnger transfer these entries t GL after the cnversin prcess. In the event that the beginning f year paid leave accrual jurnal entries are psted fr new emplyee recrds created during the year, yu must perfrm Perid-End Clsing thrugh the perid t which the paid leave accrual jurnal entries are psted. 12. Cash Flw Categry Assignment Review the cash flw categry assigned t each GL Accunt ID. Each GL Accunt ID must be assigned nly ne cash flw categry in the Chart f Accunt Maintenance functin. Page 7 f 40

8 13.Clse PO/AP Yu must perfrm Perid-End Clsing fr yur PO/AP mdules. These mdules must be clsed thrugh the perid that has transactins that have yet t be psted t GL. Fr example, if yu have recrded PO/AP transactins dated up t August 31, 2010 yu must clse PO/AP thrugh August Clsing the perid in PO/AP is necessary t generate the crrect infrmatin fr the succeeding steps. 14.Generate and Exprt Accrued Received Gds Reprt Run the Accrued Received Gds Reprt srted by Vendr#. This must be perfrmed in yur current AccuntMate installatin as yu will n lnger be able t generate this reprt in AM 8 fr PO receipts recrded prir t the cnversin. Be sure t keep a cpy f the said reprt. Yu will need it after the cnversin t identify which PO receipts have accrued liabilities. When yu pst an AP invice fr yur PO receipts in AM 8, yu can check the receipts against this reprt and charge the AP invice against the Accrued Received Gds Liability, if applicable. Nte: Yu must keep a cpy f this reprt fr as lng as accrued receipts recrded in yur previus AccuntMate versin are nt reversed in yur AP invices. D nt dispse f them after the cnversin until all f the PO receipts in the reprt have been fully reversed in AP. 15.Dwnlad Pre-Cnversin Utility Yu can btain the Pre-Cnversin Utility (accrual_ln.zip) frm the Cnversin & Upgrade Tls sectin f the AccuntMate website. If yu are an AccuntMate End User, yu must ask yur AccuntMate Slutin Prvider t dwnlad this file fr yu. Yu will need this file if yu have Accrued Received Gds transactins in yur PO mdule. 16.Run Pre-Cnversin Utility The Accrued Received Gds Reprt des nt shw which accruals have been psted t GL, which is why yu need t run the Pre-Cnversin Utility as an additinal step. Fllw the steps defined belw: a. Extract the cntent (accrual_ln.exe) f the Pre-Cnversin Utility yu dwnladed in step 14 t the data directry f the AccuntMate LAN cmpany database yu are cnverting. b. Run the file extracted against the database that yu are cnverting. This will generate a special reprt shwing the accruals made fr PO receipts that have been transferred t GL but have nt yet been reversed r inviced in AP. When used with the Accrued Received Gds Reprt, the special reprt will prvide yu with the infrmatin yu need t facilitate the psting f AP invices in AM 8 fr the accruals recrded in yur previus AccuntMate versin. Page 8 f 40

9 c. Click the clse buttn (marked X ). The system will autmatically generate an Excel file shwing the same infrmatin as the utility yu just ran. This Excel file will be called ACCRUAL.XLS by default and will be stred in yur cmpany database directry. If yu have previusly run the utility and have kept the Excel file under its default name, the system will prmpt yu t verwrite the existing file with the new utput. Save the results frm running this file int a directry that can nly be accessed by authrized persnnel t minimize the risk f deletin. Yu can print the Excel file fr a hard cpy that yu can use when psting AP invices fr these accruals. Cautin: This must be perfrmed n the crrect database, fr all databases that yu need t cnvert. Mrever, yu must nt delete r dispse f these files/printuts fr as lng as the crrespnding PO receipts are nt yet inviced / reversed in AM Cnslidated Ledger Mdule Preparatins Nte: Please skip this step if yu d nt have the Cnslidated Ledger mdule r yu have the mdule but yur parent cmpany and all its subsidiaries use the same hme currency cde. In AM 8, subsidiary cmpanies with the same hme currency cde are cnslidated using nly ne exchange rate per fiscal perid. Mrever, exchange rates used t cnslidate GL accunt balances in the prir fiscal year cannt be changed. This cntrl mechanism was nt yet in place in LAN 7. T ensure that cnslidated data is prperly cnverted, yu must d the fllwing befre perfrming the cnversin: a. Access the parent cmpany and print the Cnslidated Accunt Balance Analysis Reprt. Set the reprt t srt by Accunt ID and mark the Shw Multi-Currencies checkbx. Take nte f the values under the Hme Cnslidated Amt clumn fr the perids that belng t the prir fiscal year. b. Run the Currency Cde Maintenance functin in the parent cmpany. i. Select each currency cde recrd that matches the subsidiaries hme currency cdes. ii. Enter the exchange rate that must be used t cnslidate the prir fiscal year s accunt balances. Be careful when entering this value as the prir year s cnslidatin exchange rates cannt be changed after the cnversin. iii. Save the changes made. c. Run the Cnslidate Accunt Balances functin in each subsidiary cmpany. The cnslidatin will use the exchange rates yu entered in the parent cmpany in step b abve. Page 9 f 40

10 d. Print the Cnslidated Accunt Balance Analysis Reprt nce again in the parent cmpany. Set the reprt t srt by Accunt ID and mark the Shw Multi-Currencies checkbx. Take nte f the values under the Hme Cnslidated Amt clumn fr the perids that belng t the prir fiscal year. e. If the exchange rate yu entered in step b is different frm the exchange rate that was used during previus cnslidatins, the values yu see under the Hme Cnslidated Amt clumn when yu run the reprt in step d will differ frm the nes yu saw in step a. Run the Jurnal Entry Transactins functin in the parent cmpany t create a prir year-end adjustment that will adjust the prir fiscal year s GL accunt balances fr the variance caused by the different exchange rates used in the previus and current cnslidatins. This is necessary t bring the prir fiscal year s cnslidated hme currency accunt balances back t what they were befre cnslidatin using the exchange rate entered in step b. Since the prir year-end adjustment will hit perid 13 f the prir fiscal year (if yu are using a 12-perid fiscal year), yu need t create just ne adjusting jurnal entry batch t adjust all the prir fiscal year cnslidatin variances. After reviewing the entries in the batch, run the Pst JE Batch t GL functin t pst the adjustment. 18.Run Reprts Run the GL Transfer Reprt frm each f the nn-gl mdules that yu use. Als generate the GL financial reprts (e.g. Balance Sheet, Incme Statement, GL Listing, etc.). If yu encunter any errr (e.g. Out f balance, Transfer date is nt defined, etc.), reslve the data prblem befre prceeding with the cnversin. B. AccuntMate 8 fr SQL/Express Installatin 1. Run Setup.exe Insert the AccuntMate 8 fr SQL/Express CD int a CD-ROM drive. Click n Setup.exe if the installer des nt autmatically run. Yu will be shwn the AccuntMate 8.x fr SQL r the AccuntMate 8.x fr Express Setup screen. Nte: If yu are an AccuntMate End User, yu must ask yur AccuntMate Slutin Prvider t dwnlad AccuntMate 8.x fr SQL/Express frm the Sftware Update Dwnlad page f the AccuntMate website. 2. Select Destinatin Lcatin On the Chse Destinatin Lcatin screen, accept the default Destinatin Flder by clicking the Next> buttn; r click the Brwse buttn t change t the desired path. This shuld be the flder in which yu will find it mst cnvenient t run AM 8. Page 10 f 40

11 Yu must install AM 8 in a different flder than the ne that hlds yur current AccuntMate fr LAN installatin. In case the cnversin fails and yu decide t pstpne it fr anther time, yu will be able t easily g back t yur LAN versin. If the file server where yu intend t install AM 8 is running n Windws Server 2008 r Windws Server 2008 R2, we strngly recmmend that yu d NOT install the applicatin in the C:\Prgram Files directry. 3. Select the Custm Installatin Optin Click the Next buttn t prceed t the Setup Type screen. Since yu are installing n the server where yu will perfrm the cnversin, make sure that yu chse the Custm installatin ptin. 4. AccuntMate Prduct Key In the Prduct Key windw, enter the 25-character AccuntMate Prduct Key that was given t yu fr yur new AM 8 fr SQL/Express package. Shuld yu encunter prblems with yur Prduct Key, cntact AccuntMate Custmer Service at ext 520. Nte: The Prduct Key is versin specific, which means that the prduct key fr versin AM 8.3 will nt wrk fr any ther versin and vice versa. 5. Select Cmpnents t Install In the Select Cmpnents windw, yu will see three Cmpnents t install. These are: Prgram Files => these are the executable files, which will allw yu t run the main AccuntMate 8 fr SQL/Express prgram and all its functins and reprts. Administratr Prgram => installs the Administratr prgram, which will allw yu t activate mdules, install yur license file, create cmpanies, and manage grup and user access rights amng ther functins. Run-time Files => will install the Crystal Reprts and Visual FxPr run-time libraries (DLL s) necessary fr running varius AccuntMate 8 fr SQL/Express functins and reprts. Be sure t select the Prgram Files and Run-time Files checkbxes in this windw s that the executable prgram as well as the Crystal Reprts and Visual FxPr run-time libraries (DLL s) will be installed. Fr the server, the cmputer where the cnversin will be perfrmed (if ther than the server), and thse wrkstatins that need t run the Administratr prgram be sure t mark all three checkbxes, including the ne fr the Administratr Prgram. The Administratr prgram is required t cmplete the AccuntMate 8 fr SQL/Express installatin. Page 11 f 40

12 Cntinue with the rest f the installatin screens until yu see the InstallShield Wizard Cmplete windw. 6. Launch the Administratr Prgram Run the AccuntMate 8 Administratr prgram either frm yur desktp r the AccuntMate 8 applicatin flder. a. Yu shuld be prmpted fr the SQL Server r Express instance where yur AccuntMate 8 data will be stred (Figure 1). Enter in the SQL Server Name field the cmputer name and the SQL Server r Express instance name (e.g. COMP1\SQL1NSTC); then, press OK. Figure 1. Select Server Dialgue Bx b. Next, yu shuld be asked fr the lcatin f yur Cmmn Files Flder (Figure 2). This flder will stre the database cntainers, System Tables, Patches, Mdificatins, SptgUpdate and Custm Reprt files alng with all ther cmmn files used by AM 8. Yu can enter either a UNC path (e.g. \\CmputerName\SharedFlder\FileName) r a mapped netwrk drive (e.g. X:\Filename). If yu enter a mapped netwrk drive, be sure t map all wrkstatins using the same drive letter (e.g. X). Since all AccuntMate wrkstatins will use the same cmmn files flder, they must all have read-write access t the said flder (refer t step 8 f Part A). NOTE: If the flder yu specify des nt yet exist, yu will be asked if yu want the installer t create the flder. Click Yes t prceed. c. At this pint, yu will be asked fr the Default Passwrd; enter g. d. In the Select Cuntry Tax fr Sample Cmpany windw, select frm the list bx the desired cuntry tax fr the sample cmpany. e. Specify the SQL Server data directry where yu want t stre the AccuntMate 8 databases. Accept the default r select a different SQL Data Directry. f. If the SQL server is installed in anther cmputer, specify in the Mapped as Directry field the drive letter and the shared netwrk flder t which yu mapped the physical lcatin n the database server where the AccuntMate 8 databases will be stred. If yu are physically running AccuntMate at the same cmputer where the SQL server data directry is lcated, the Mapped as Directry shuld be the same as the SQL Data Directry. Page 12 f 40

13 Figure 2. Select Cmmn Files Flder g. Click the Install buttn; then, when yu see a message asking yu t cnfirm whether yu are ready t prceed with the installatin, click Yes t start the creatin f the system database and sample cmpany database fr AccuntMate 8. h. When shwn a message stating that the installatin f the system and sample cmpany databases is cmplete, click OK. i. Click Exit t clse the Administratr prgram. 7. Back up AM 8 fr SQL/Express Back up the AM 8 AMWSYS and sample databases. In case f failure, yu can restre the backup and resume the cnversin withut having t reinstall the system. DO NOT SKIP THIS STEP! C. Cnverting Data 1. Verify Exclusive Access Check that n ne accesses the surce LAN 7 cmpany yu are cnverting and the AM 8 system while yu perfrm the cnversin. Yu can verify this by selecting the Current Lgin User List functin; make sure yu are the nly user currently lgged in. Exit the AccuntMate LAN 7 and AM 8 prgrams; then, cntinue with the cnversin. 2. Dwnlad and Extract Latest Cnversin Utility Make sure yu have the latest cnversin utility (i.e. Cnversin File fr AM 8). The latest versin f this file is available fr dwnlad frm the Cnversin & Upgrade Tls sectin f the AccuntMate website. If yu are an AccuntMate End User, yu must ask yur AccuntMate Slutin Prvider t dwnlad the file fr yu. Page 13 f 40

14 Extract the cntents f the dwnlad file (AMCONVERT.zip) int a Cnvert flder that is accessible frm the server where yu will perfrm the cnversin. Verify that the use flder names checkbx is marked when extracting the cntents f the zip file. Make sure that the Cnvert flder is shared n yur netwrk. 3. Verify Data Set Size By default, ur cnversin prgram is designed t handle AccuntMate LAN Data sets with a maximum cmbined file size (i.e. cmbined size f the DBF + CDX + FPT) f 1.5 GB. If yur AccuntMate LAN Data flder cntains files with a cmbined file size that exceeds 1.5 GB per data set, yu must d the fllwing: a. Access the CVCNFG.DBF file frm the Cnvert flder where yu extracted the cnversin files yu dwnladed frm the AccuntMate website. b. Add a recrd cntaining the fllwing values in these fields: CCONFIGID = enter the value MAXDBFSIZE CVALUE = enter any valid psitive whle number with n cmmas, perids r any ther separatrs. The value entered in this field is expressed in bytes and must be less than 1.5 GB. CKEY1 = leave this field blank The cnversin utility will use the file size yu defined in CVCNFG.DBF t split the AccuntMate LAN Data files t be used in the data migratin. Using the file CVCNFG.DBF allws the cnversin prgram t cnvert data sets with up t 145 GB cmbined file size. Nte: A data set is a cmbinatin f the DBF, CDX and FPT files that stre a particular type f data in AccuntMate LAN. Fr example, APVEND.DBF, APVEND.CDX and APVEND.FPT all stre AP Vendr File infrmatin and cnstitute ne data set. It is the cmbined size f the three APVEND.* files that is cmpared against the default 1.5 GB data set size limitatin. 4. Run Amcnvert.exe Run Amcnvert.exe frm the Cnvert flder where yu extracted the cnversin file yu dwnladed frm the AccuntMate website. Yu shuld see the screen shwn in Figure 3: a. Select Cnversin Prfile => chse <New> t create a new prfile; therwise, click the list bx t chse ne f the prfiles yu previusly set up. b. Surce Applicatin Directry => enter the path where yur surce AccuntMate LAN applicatin flder (i.e. previus versin) is lcated. Alternatively, yu can click the ellipsis buttn t brwse fr the crrect lcatin. Page 14 f 40

15 c. Target Applicatin Directry => enter the path where yur target AccuntMate 8 applicatin flder (i.e. new versin) is lcated. Alternatively, yu can click the ellipsis buttn t brwse fr the crrect lcatin. After filling in the required infrmatin, click the Next buttn. Figure 3. Cnversin Prfile and Applicatin Directry Selectin If yu chse t create a new prfile, yu shuld see the fllwing windw: Figure 4a. Save New Cnversin Prfile Enter the name yu want t assign t the new cnversin prfile; then, click the Save buttn. If yu selected an existing prfile and made changes t the Surce and/r Target Applicatin Directry fields, yu shuld see the fllwing message: Page 15 f 40

16 Figure 4b. Update Existing Cnversin Prfile 5. Cnversin Setup At this pint the utility will display the Cnversin Setup screen (Figure 5). Abve the grid, the utility displays the surce and target applicatin directries. Click the Prperties buttn beside each field t display the Installatin Infrmatin windw (Figure 6) where yu can verify that yu selected the crrect applicatin. Figure 5. Cnversin Setup Page 16 f 40

17 Figure 6. Surce r Target Applicatin Prperties In the Temprary SQL Database Lcatin sectin abve the grid, enter the path where yu want the utility t stre the temprary SQL database that will be created during the cnversin. a. SQL Data Dir => specify the flder n the server where Micrsft SQL Server is installed. b. Mapped Data Dir => specify the path that represents the mapping yu made t the SQL Data Directry n the cmputer frm where yu are running the cnversin utility. The grid displays the cmpanies that are in yur Surce Applicatin Directry (i.e. previus versin) including the sample cmpany: a. Validate => mark this checkbx t validate the cmpany data befre perfrming the cnversin. This checkbx is marked by default. This sets the utility t run varius types f data validatin; hwever, if any issues are fund, n data fixing will be perfrmed. Yu must fix the AccuntMate LAN data using Visual FxPr and then create anther backup befre prceeding with the cnversin. b. Cnvert => mark this checkbx t cnvert the cmpany data. This checkbx is marked by default. c. Last Status => this field displays the status frm the last time yu attempted t cnvert the cmpany data. If this is the first time yu cnvert the cmpany, this field will be blank. Fr subsequent attempts t cnvert the cmpany, yu may find the fllwing infrmatin: Started validatin r cnversin has been started but was abnrmally stpped by pwer utages r cmputer crashes thereby causing the cnversin t imprperly shut dwn. Validatin Cmpleted the surce cmpany was selected fr validatin nly and the validatin cmpleted withut errr. Page 17 f 40

18 Validatin Failed errrs were encuntered during validatin f the surce cmpany. Cnversin Cmpleted the surce cmpany was selected fr cnversin which cmpleted withut errr. Cnversin Failed errrs were encuntered during cnversin f the surce cmpany. Cancelled cnversin was manually abrted by the user clicking the Cancel buttn while the cnversin was in prgress. The Cancel buttn is nly enabled if the cnversin prcess is nt set t run autmatically. Ntes: Yu can duble-click the Last Status field t display the Cnversin Histry windw (Figure 7a). This windw shws a separate entry fr each time yu validate r cnvert a surce cmpany data. Click the Cleanup buttn in the Cnversin Histry windw t delete the cnversin lg files. Be sure t d this nly if yu n lnger need the cnversin lgs (i.e. cnversin cmpleted successfully and data has been reviewed) as there is n way t retrieve them. Duble click the Status field r click the View Lg Files buttn in the Cnversin Histry windw t display the Summary windw (Figure 7b). This windw shws the status f each task that was perfrmed as part f the validatin and/r cnversin prcess. Duble click the Status field in the Summary windw t view the related cnversin lg (Figure 7c). Page 18 f 40

19 Figure 7a. Cnversin Histry Figure 7b. Summary Page 19 f 40

20 Figure 7c. Cnversin Lg d. Src #, Src Cmpany Name and Src Bld # => these fields are readnly. They display the cmpany IDs, names and cmpany database build # frm the surce AccuntMate LAN applicatin (i.e. previus versin). e. Trg #, Trg Cmpany Name and Trg DB Name => these fields display what will be the cmpany IDs, names and database names in the target AccuntMate 8 applicatin (i.e. new versin). All three fields are available fr user input. The Trg # and Trg Cmpany Name fields take their default values frm the Src # and Src Cmpany Name fields. T verwrite the default target database name, duble click the Trg DB Name field. The utility displays the Overwrite Target Database Lcatin windw (Figure 8) where yu can enter the lcatin where yu want t stre the cmpany data that will be created by the cnversin prcess. Ntes: Yu can duble-click the Trg Cmpany Name clumn captin t view a list f cmpanies already set up in the target AccuntMate 8 applicatin. Page 20 f 40

21 The utility will nt allw yu t use a target cmpany that already exists in the target AccuntMate 8 applicatin (i.e. new build). Instead, the utility will create the target cmpany database fr yu during the cnversin. The target database name must nt cntain ln6 r ln7. It must nt start with a number (e.g. 1COMP) and it must nt cntain spaces (e.g. COMP X). Als, it must nt cntain the system-generated LNTEMP database name (lntemp_+database name f surce database, e.g. lntemp_sample). Figure 8. Overwrite Target Database Lcatin Click Next t prceed. At this pint, the utility will validate the target cmpany ID and database names t make sure that they d nt have duplicates. When this is dne, the utility will display the fllwing message in the upper right-hand sectin f the screen: Figure 9a. Message If yu are cnverting frm LAN 7 with Upgraded PR, the utility will display the fllwing screens: Page 21 f 40

22 Figure 9b. SQL Server Lgin Enter the sa passwrd and click OK t cntinue. During this time, the utility will create a dummy database in the temprary SQL database lcatin yu specified. If this is successful, the Validatin/Cnversin Setup screen will be displayed. 6. Validatin/Cnversin Setup This is where yu cnfigure the settings that will determine what actins the utility will take during the data validatin and/r cnversin prcess: a. Perfrm Prcess Steps Autmatically => mark this checkbx t execute the validatin and/r cnversin prcesses autmatically. This checkbx is marked by default. b. On Validatin Failure => this sectin defines the actin that will be taken if errrs are encuntered during validatin f the selected cmpany data. The ptins are: Abrt the Prcess chse this ptin if yu want the validatin t stp cmpletely the mment errrs are encuntered. The remaining steps will nt be perfrmed fr the cmpany that fails the validatin nr will they be perfrmed fr any f the ther selected cmpanies. Skip Current Cmpany chse this ptin if yu want the prcess t stp just fr the cmpany that encunters the validatin errrs. The utility will stp validating a cmpany s data the mment the first errr ccurs but will prceed t validate the ther selected cmpanies. Page 22 f 40

23 Cntinue With Current Cmpany chse this ptin if yu want the utility t cntinue validating a cmpany even if errrs ccur. This sets the utility t run thrugh the entire validatin prcess fr each selected cmpany and capture mre than just the first errr. c. On Cnversin Failure => this sectin defines the actin that will be taken if errrs are encuntered during cnversin f the selected cmpany data. The ptins are: Abrt the Prcess chse this ptin if yu want the cnversin t stp cmpletely the mment errrs are encuntered. The remaining steps will nt be perfrmed fr the cmpany that fails during cnversin nr will they be perfrmed fr any f the ther selected cmpanies. Skip Current Cmpany chse this ptin if yu want the prcess t stp just fr the cmpany that encunters the cnversin errrs. The utility will stp cnverting a cmpany s data the mment the first errr ccurs but will prceed t cnvert the ther selected cmpanies. Cntinue With Current Cmpany chse this ptin if yu want the utility t cntinue cnverting a cmpany even if errrs ccur. This sets the utility t run thrugh the entire cnversin prcess fr each selected cmpany and capture mre than just the first errr. Figure 10. Validatin/Cnversin Setup Page 23 f 40

24 d. Validatin ptins => this sectin (Figure 10) lists the available validatin steps yu can chse t perfrm fr the selected cmpanies. Take nte that the ptins are assigned Seq numbers. This means that yu can als chse the rder in which the validatin steps are perfrmed. The ptins are: Freign Key Validatin select this ptin t check the GL Accunt ID fields fr pssible freign key vilatin errrs. This validatin must be perfrmed fr all AccuntMate LAN cmpany databases, including the sample cmpany. If any issues are fund, the cnversin prgram will NOT fix yur data. If any issues are fund during this step f the cnversin prcess, use the Freign Key Checker utility (AMFKCHKL.EXE) t fix the data. Yu will find this file in the Utilities\AMFKCHK_LAN subflder in the Cnvert flder where yu extracted the cnversin files yu dwnladed frm the website. The utility cmes with a User Guide; be sure t read it thrughly befre using the utility t fix the data. Verify GL Cnslidatin Exchange Rates this ptin is nly displayed if yu are cnverting a cnslidated cmpany (i.e. parent r subsidiary). Select this ptin t verify that the same exchange rate is assigned t cnslidatin entries that have the same currency cde in the parent cmpany s GLTFER table. This validatin must be perfrmed fr all parent cmpanies that have freign subsidiaries. Freign subsidiaries are cmpanies that have a hme currency which is different frm their parent s hme currency. If any issues are fund (i.e. GLTFER entries assigned the same freign currency cde have different exchange rates), the cnversin prgram will NOT fix yur data. Nte: This step f the cnversin prcess will fail if yu did nt perfrm step 16 f Part A. If s, yu must perfrm that step befre resuming the cnversin. Check DBFs select this ptin t validate the structural integrity f the AccuntMate LAN tables. The utility will access each table and verify whether its recrds can be read. This validatin must be perfrmed fr all AccuntMate LAN cmpany databases, including the sample cmpany. Check Data select this ptin t check fr pssible primary key vilatins in the surce AccuntMate LAN data. This validatin must be perfrmed fr all AccuntMate LAN cmpany databases, including the sample cmpany. Check Case Sensitivity select this ptin t check fr duplicate primary key values in select tables (e.g. APCHCK). This step is especially imprtant when the target SQL server is set t caseinsensitive. This validatin must be perfrmed fr all AccuntMate LAN cmpany databases, including the sample cmpany. Page 24 f 40

25 Check Fr Invalid SQL Dates select this ptin t check fr date values that are less than 01/01/1753. Such dates will result in an invalid date frmat errr when the utility uplads the LAN data t the SQL server. This validatin must be perfrmed fr all AccuntMate LAN cmpany databases, including the sample cmpany. Check Fr Empty Nn-nullable Dates select this ptin t check fr empty dates in the surce AccuntMate LAN data that are nn-nullable in AccuntMate 8 fr SQL/Express. Such dates will becme 01/01/1900 when the data is cnverted t AM 8. This validatin must be perfrmed fr all AccuntMate LAN cmpany databases, including the sample cmpany. e. Cnversin ptins => this sectin (Figure 10) lists the additinal steps that yu can chse t perfrm alng with the main data cnversin: Cpy Grups and Users when this checkbx is marked, the utility will cpy grup and/r user recrds frm the surce AccuntMate LAN cmpany that d nt exist in the target AccuntMate 8 cmpany. Ntes: The utility will bserve the fllwing behavir if the Cpy Grups and Users checkbx is marked: If a grup already exists in bth the surce and target cmpanies but ne f its users des nt exist in the target cmpany, the utility will cpy the user int the same grup in the target cmpany. If a user already exists in bth the surce and target cmpanies but its grup in the surce cmpany des nt exist in the target cmpany, the utility will cpy the grup. Hwever, the utility will nt reassign the existing user int the newly cpied grup. The utility des nt cpy access rights t functins and features. Remve Target Cmpany Database On Failure when this checkbx is marked: The utility will delete the target AccuntMate 8 cmpany database that was used in the failed cnversin. Cnversin lgs will nt be deleted until yu perfrm the cleanup prcess. If yu cancel the prcess in the middle f the cnversin, the utility will als delete the target AccuntMate 8 cmpany database used in the interrupted cnversin. Page 25 f 40

26 Restrict Shw Custmer # in Bked Qty Drilldwn when this checkbx is marked, all users will be restricted frm viewing the Custmer # in the Bked Qty Detail Analysis windw. This is just a default setting that yu can change when yu cnfigure user access rights after the data cnversin. Restrict Shw Vendr # in On-Order Qty Drilldwn when this checkbx is marked, all users will be restricted frm viewing the Vendr # in the On-Order Qty Detail Analysis windw. This is just a default setting that yu can change when yu cnfigure user access rights after the data cnversin. 7. Run the Cnversin When yu have made yur selectins, click the Next buttn. The fllwing message will be displayed reminding yu t back up the AMWSYS database f the target AccuntMate 8 applicatin flder befre prceeding with the cnversin: Figure 11. Backup Reminder Click Yes t prceed. At this pint the system will display the Prcessing Data Validatin and Cnversin windw (Figure 12a). This lists the steps that will be perfrmed based n the selectins yu made in the Validatin/Cnversin Setup screen (Figure 10). Click the Run Next Step buttn t run the prcess ne step at a time. If yu want t run the steps ne after the ther, click the Run Up T The Last Step buttn. Click Cancel t terminate the prcess. Nte: These buttns are disabled (Figure 12b) if yu mark the Perfrm Prcess Steps Autmatically checkbx in the Validatin/Cnversin Setup screen (Figure 10). Page 26 f 40

27 Figure 12a. Manual Cnversin Prcess Figure 12b. Autmatic Cnversin Prcess Page 27 f 40

28 At this stage, yu will nte that the selected cmpanies are being cnverted ne database at a time. This can be a prlnged prcess depending n the number f cmpanies t be cnverted and the size f each cmpany s data. Please be patient! When all the selected databases have been cnverted, the utility will display the Summary screen (Figure 13). Yu can duble-click the Status field t display the Summary windw where yu can view the status f each step in the cnversin prcess and drill dwn t the cnversin lgs. Click Next t prceed. Page 28 f 40

29 Figure 13. Summary Screen and Summary Windw In the Cleanup screen (Figure 14), mark the checkbx f the cmpany which cnversin lgs yu want t delete. Take nte that there is n way t retrieve the cnversin lgs nce they are deleted. It is advisable t keep the lgs until yu ve verified the cnverted data. Click Finish t exit the cnversin utility. Page 29 f 40

30 D. Pst-Cnversin Prcess Figure 14. Cleanup Screen 1. Verify Cnverted Database Recvery Mdel Setting in SQL Server During cnversin the database recvery mdel is autmatically set t BULK-LOGGED t ptimize perfrmance; hwever, after cnversin the database recvery mdel is autmatically reset t FULL recvery. If yu want t use the SIMPLE recvery mdel, yu will need t change this setting using the SQL Server Management Studi. If yu are nt sure hw t d this, please cnsult yur SQL Server administratr r whever takes charge f the AccuntMate installatin s SQL Server backup/recvery strategy. 2. Activate Mdules Activate all yur mdules. a. In the Administratr prgram, select Setup > Licensing > Activate Mdule. The system will display the Imprtant Ntice windw that cntains the AccuntMate License and Cpyright Ntice. Click n I Agree t prceed. b. Verify the value entered in the space prvided fr the AccuntMate Prduct Key. If the Prduct Key supplied is valid, the system will list all the mdules that yu acquired with a check mark n the Purchase clumn. Page 30 f 40

31 c. T activate a mdule, click the bx in the Activate clumn beside the mdule yu want t be able t use. Nte: If yu entered the AccuntMate Prduct Key upn installatin, yu will see the same infrmatin upn accessing the Activate Mdule functin windw. If yu purchased any new mdules since the new versin was installed, yu will be issued anther Prduct Key. Yu must enter the new Prduct Key in the space prvided in the Activate Mdule windw t activate the new mdules purchased. 3. Install License File The AccuntMate 8 license is available fr dwnlad frm the Sftware Update Dwnlad page f the AccuntMate website. If yu are an AccuntMate End User, yu must ask yur AccuntMate Slutin Prvider t dwnlad it fr yu. T install the License File: a. Verify that the license file is in a lcatin that can be accessed by the AM 8 Administratr prgram. b. Run the AM 8 Administratr prgram (click n Amsqladm.exe in the AccuntMate rt directry). c. Select the Install License File ptin under the Licensing functin n the Setup menu. This will display the Imprtant Ntice windw. Click I Agree t be shwn the Install License File dialgue bx. d. Click the ellipsis buttn beside the License File field and select the path that pints t the lcatin f the license file. e. Click the Install buttn n the dialgue bx t initiate installatin f the license. Ntes: Yu have 90 days frm the installatin f yur new AM 8 versin t install the license file. After 90 days, the unregistered cpy will expire and yu will be lcked ut f the main AccuntMate prgram until the license is installed. Yu will als be limited t a database size f apprximately 0.25 gigabytes. If yur cnverted data has a size that is greater than 0.25 gigabytes, yu will be lcked ut f the main AccuntMate prgram even if yu have nt exceeded the 90-day grace perid; yu will nly be able t use the prgram nce yu have installed yur license file. If yu are having prblems with yur license file, please cntact Custmer Service at ext Page 31 f 40

32 4. Input PR Tax Subscriptin Key Nte: If yu d nt have the Payrll mdule, please skip this step. If yu have the Payrll mdule and an active Payrll Tax Subscriptin, yu will be issued a PR Tax Subscriptin Key. This key cntrls the states that yu will be able t activate in the Payrll mdule. It als includes infrmatin abut the tax year cvered by yur subscriptin, which in turn determines yur ability t manually update the federal and state tax tables fr the current tax year. T input the PR Tax Subscriptin Key: a. In the AM 8 Administratr prgram, select Setup > Licensing > Input PR Tax Subscriptin Key. b. In the space prvided, enter the 20-character PR Tax Subscriptin Key. If the Subscriptin Key supplied is valid, the system will display the tax year and tax states cvered by yur subscriptin. If yu ntice any discrepancy with the subscribed tax year r states r if yu receive an errr message when yu enter the Subscriptin Key, please cntact Custmer Service at ext Run Cmpany Setup Fr each cmpany that was cnverted, yu must run Cmpany Setup t cnfigure these settings: a. If yu used a cmpany lg in yur previus versin, add the image again. b. Set the Status t Active. c. Select the Errr Lg Flder and Attachment Flder. Verify that the path yu specify is prperly shared and accessible frm all AccuntMate wrkstatins. Nte: The cnversin prcess des nt cpy the attachments frm the surce cmpany t the target cmpany. After cnversin, either yu attach the files t each apprpriate transactin r maintenance recrd in the target cmpany r perfrm the fllwing steps: 1) Nte the target cmpany s Attachment Flder physical lcatin. Fr example, Z:\MS802\CmmnFiles\Attachments\6 where 6 is the target cmpany ID. 2) Cpy the entire flder (e.g., ARCUST, ARINVC, etc.) cntaining the attachment files frm the surce cmpany s Attachment Dir physical lcatin (e.g., Y:\LN704\Attachments\2 where 2 is the surce cmpany ID) t the target cmpany s Attachment Flder physical lcatin (e.g., Z:\MS802\CmmnFiles\Attachments\6). Page 32 f 40

33 d. Mark the Enable Full-Text Indexing checkbx t activate the fulltext search feature in Inventry Maintenance lkup. Nte: This checkbx is nt accessible if yu are using AccuntMate 8 fr Express r if yu are running AccuntMate 8 fr SQL n SQL Server Express Editin. The Full-Text Search Cmpnent is required t activate the full-text search feature but it is nt available in the SQL Server Express Editin. e. Subsidiary cmpanies are set t N Cnslidatin during cnversin. Be sure t change their Cnslidatin setting back t Subsidiary Cmpany and assign a parent cmpany after the parent and subsidiary cmpanies are cnverted. 6. Assign Grup and User Access Rights Access the Grup/User Setup functin. Fr each cmpany that was cnverted, yu must assign access rights t each qualified grup and user. 7. Run Credit Card/SSN Update Utility Nte: If yu d nt have the Accunts Receivable, Accunts Payable, Sales Order r Payrll mdule, please skip this step. Credit card numbers and scial security numbers entered in AccuntMate 8 fr SQL/Express are encrypted in the database using a different encryptin methd than the ne used in LAN 7. Data cming frm LAN 7 must be encrypted using a utility that cmes with the cnversin utility. T encrypt yur cnverted credit card and scial security numbers: a. Find the fix _9114.zip file in the Utilities\CreditCardEncrypt subflder in the Cnvert flder where yu extracted the cnversin files yu dwnladed frm the website. b. Extract the cntents f the zip file int the rt f the AccuntMate applicatin flder. c. Verify that n ne is running either the main AccuntMate 8 prgram r the AccuntMate 8 Administratr prgram. d. Launch the CREDITCARDSSN.EXE file using Windws Explrer. e. Chse the live AccuntMate cmpany database yu cnverted frm the drp-dwn list. f. Click the Update buttn t update the encryptin f the credit card and scial security numbers. Page 33 f 40

34 8. Initialize Mdules and Install Latest PR Tax Update Fr each activated mdule that yu use, yu must access the Husekeeping menu and perfrm Mdule Setup. Verify that all required fields are set up r assigned the desired values (e.g. Current 1099 Year in AP Mdule Setup\1099 Inf tab). This is especially necessary t activate the new features intrduced in AccuntMate 8 fr SQL/Express. If yu are using the Payrll mdule and have a PR Tax Subscriptin fr the current tax year, verify whether PR tax updates have been issued since the release f the new AccuntMate 8 fr SQL/Express versin t which yu have cnverted. If new updates have been issued, yu must dwnlad and install the latest PR tax update. Yu can btain the latest PR tax update frm the AccuntMate Dwnlad Center and install it in yur cnverted system. If yu are an AccuntMate End User, yu must ask yur AccuntMate Slutin Prvider t dwnlad it fr yu. 9. Access Maintenance Recrds G thrugh the different Maintenance functins and verify that all required fields are set up r assigned the desired values. This must be perfrmed fr each mdule yu have activated and initialized. Pay particular attentin t the fllwing Maintenance recrds: Inventry Maintenance => if yu used inventry images in LAN 7, yu must re-attach thse images t the Inventry Maintenance recrds. Chart f Accunts Maintenance => Review the cash flw accunt categry assigned t each GL Accunt ID recrd. All GL Accunt ID recrds must be assigned a cash flw categry. Nte: Starting with AM8.3 fr SQL/Express there are changes t the cash flw captins. New captins are als added. Deductin Maintenance => verify the settings f the Subject Wages checkbxes in the State Taxes Reductin tab. Mark the checkbx if taxable incme will be reduced by the deductin amunt fr the purpse f calculating the emplyees payrll taxes. This setting must be reviewed fr every state that yu have activated. This is especially true f states that d nt have all the pre-tax deductins that the federal gvernment allws. Fr example, Califrnia des nt treat emplyer cntributins t Health Savings Accunts as a pre-tax deductin; thus, the Subject Wages checkbx fr the State Cde [CA] must be unmarked fr the said deductin recrd. If yu are uncertain abut hw yur state treats certain payrll deductins, please cnsult yur tax accuntant. Page 34 f 40

35 10.Transfer Data t GL The cnversin excludes temprary pstings f GL entries frm subsidiary mdules (refer t step 2.b f Part A). After cnversin, yu must run the Transfer Data t GL functin fr all nn-gl mdules. This is t help ensure that yur GL accunt balances will be identical befre and after cnversin. 11.Cnslidate Accunt Balances and Budgets Nte: If yu d nt have the Cnslidated Ledger mdule, please skip this step. Yu must run the Cnslidate Accunt Balances functin in each subsidiary cmpany that has been cnverted. This is t ensure that the parent cmpany s cnslidated accunt balances are up-t-date befre yu resume entering transactins in AM 8 (refer t step 2.c f Part A). If yu maintain budgets in AccuntMate, yu must run the Cnslidate Budget functin in each subsidiary cmpany that has been cnverted. This is t ensure that the cnslidated budget recrds in the parent cmpany include budget infrmatin frm all subsidiaries (refer t step 2.c f Part A). 12.Cmpare GL Transfer Reprts and Financial Statements Run the GL Transfer Reprt and the GL financial statements (i.e. Balance Sheet, Incme Statement, and GL Listing). Cmpare the infrmatin generated in these reprts against the same reprts frm LAN 7. This will help identify any issues that may have resulted frm the cnversin and will make it pssible fr yu t crrect these prblems befre data prcessing is resumed in AM 8. Nte: If yu are cnverting t AM8.2 fr SQL/Express (r higher) with Payrll mdule and the pre-cnversin data includes applied payrll/check transactins that are yet t be permanently transferred t GL, the GL Transfer Reprt frm AM7.1 fr LAN (r higher) and AM8.2 fr SQL/Express (r higher) will shw different jurnal entries. This is expected due t the significant change in the jurnal entries fr applied payrll and check transactins starting in AM8.2 fr SQL/Express. 13.Review Cnverted Data (by running reprts) Yu shuld run the newly cnverted cmpany in AM 8 and review the data t ensure everything has been cnverted successfully. Here is a partial list f reprts yu can run t help verify the cnversin: GL: Trial Balance, Incme Statement, Balance Sheet AR: AR Aging, Payment Distributin Reprt AP*: AP Aging, AP Check Register SO: Open Order Reprt, SO Shipment PO: Backrder Reprt, PO Received Gds Reprt IC: Inventry Transfer In-Transit Reprt Page 35 f 40

36 MI: Back Order Reprt BR: Bank Recnciliatin Reprt PR*: PR Check Register Reprt, Earning Cde Transactin Reprt, Paid Leave Transactin Reprt, Deductin Transactins Reprt, QTD r YTD Tax Withhldings Reprt CL: Cnslidated Accunt Balance Reprt, Cnslidated Accunt Balance Analysis, Cnslidated Accunt Budget Reprt *Nte: AP and PR electrnic payments that were vided in an earlier versin will nt appear in any AM 8 reprts. 14.Perfrm Typical r Cmpact Installatin n Wrkstatins Cautin: Yu need nt run the wrkstatin installatin n the cmputer where yu perfrmed the server installatin. If yu previusly perfrmed the server cnversin thrugh ne f yur wrkstatins, running the installer n that same wrkstatin will display the Uninstall AccuntMate windw. a. Access each wrkstatin where yu will run the new AccuntMate versin. Insert the AccuntMate 8 fr SQL/Express CD int a CD-ROM drive. If the installer des nt autmatically run, click n Setup.exe. Yu will be shwn the AccuntMate 8.x fr SQL r AccuntMate 8.x fr Express Setup screen. b. On the Chse Destinatin Lcatin screen, accept the default Destinatin Flder by clicking the Next> buttn; r click the Brwse buttn t change t the desired path. Fr wrkstatins with separate client installatins: if installing in a wrkstatin that is running n Windws Vista r Windws 7, we strngly recmmend that yu d NOT install the applicatin in the C:\Prgram Files directry. Fr mapped wrkstatin installatins: since yu are installing int a machine ther than the file server where yur AccuntMate prgram is physically lcated, select the netwrk path where the AccuntMate flder has been mapped (e.g. F:\AMSQL). c. Click the Next buttn t prceed t the Setup Type screen. Since yu are installing n a wrkstatin, make sure that yu chse either the Typical r Cmpact installatin ptin. Chse the Typical ptin if yu want t run a separate client installatin frm each wrkstatin. This ptin installs the AccuntMate 8 fr SQL/Express prgram and run-time files n the wrkstatin. D NOT use this ptin if installing in a wrkstatin that runs AccuntMate n a mapped installatin. Chse the Cmpact ptin if yu want t run the AccuntMate 8 fr SQL/Express prgram thrugh a mapping frm a file server. This ptin installs just the run-time files n the wrkstatin. Page 36 f 40

37 d. Next, the wizard will take yu thrugh the selectin f a Prgram Flder, after which the files fr the new versin will be installed. Click Finish t cmplete the wrkstatin installatin. 15.Recreate Reprt Macrs and Custm Reprts Nne f the user-defined reprt macrs and custm reprts set up in yur previus versin will be cnverted t AM 8 (refer t step 2.g f Part A). As such, yu must recreate these reprt macrs and custm reprts after the cnversin if they are still needed. 16. Pst AP Invices fr PO Receipts When psting an AP invice in AM 8 fr PO receipts that had been accrued in previus AccuntMate versins, yu must d the fllwing: a. Retrieve yur Accrued Received Gds reprt and the reprt generated frm running the accrual_ln.exe file against the crrespnding AccuntMate LAN cmpany database. b. Check whether the AP invice yu are psting pertains t a PO receipt that appears in the reprt generated frm the accrual_ln.exe file. If it des, the said PO receipt has an utstanding accrued bligatin in GL. c. When psting an AP invice fr the said receipt, change the reference accunt defaulted in yur AP Invice Transactins\GL Distributin tab t the GL Accunt ID used fr yur accrued liability fr PO receipts. The default reference accunt will cme frm the Vendr recrd. The accrued bligatin wuld have been psted t the GL Accunt ID defined in the Accrued Received Gds field f the GL Distributin tab in PO Mdule Setup, unless the value in this field has been changed. d. D nt pst any value in the Reverse Accrued Amunt field f the Infrmatin Tab in the AP Invice Transactin screen. The cnversin des nt bring ver recrds f PO accrued receipts frm yur previus AccuntMate versin. e. All ther AP invices invlving PO receipts that are nt in the reprt generated frm the accrual_ln.exe file but which appear as utstanding accruals in the Accrued Received Gds reprt were never psted t GL. As such, n utstanding bligatins have been created fr them in GL. Fr these invices, yu can just pst them like yu wuld a regular AP invice fr an bligatin that was never prcessed thrugh PO. This means that yu must pst it against the crrespnding expense r asset GL Accunt ID. Yu will nt be able t pst a reverse accrued amunt fr it, as there is n recrd f the accrual in AM 8. f. Fr all ther AP invices, pst them as yu wuld nrmally d. This applies t all invices pertaining t either nn-po transactins r t PO accrued receipts that are psted subsequent t the cnversin t AM 8. Page 37 f 40

38 E. Trubleshting Errrs and Messages The succeeding sectins will prvide tips fr trubleshting sme f the mre cmmnly encuntered cnversin errr messages. 1. Missing file/flder: xxx Please verify that yu have extracted the cnversin files crrectly. These errrs (Figure 15) may ccur when yu run the cnversin prgram Amcnvert.exe. This happens nly if there are files r flders that the cnversin prgram needs which are nt installed. Yu may have missing files r flders if yu d nt mark the use flder names checkbx when extracting the cntents f the dwnlad file AMCONVERT.zip. T reslve this issue, perfrm step 2 f Part C. Figure 15. Missing File r Flder Errr 2. Cannt detect the SQL Server instance. Be sure that the AccuntMate applicatin has already been run t create the amwsys and sample databases. These errrs (Figure 16) may ccur when yu click the Next buttn in the very first cnversin screen. This happens nly if the AM 8 AMWSYS and Sample databases are nt yet created in the SQL server. T reslve these errrs, launch the AccuntMate 8 Administratr prgram. Refer t step 6 in Part B fr mre details. Page 38 f 40

39 Figure 16. Cannt Detect SQL Server Instance Errr 3. Server name shuld nt cntain [ln7/ln6]. Yu will get this errr if the surce r target SQL Server/Express instance name cntains either ln7 r ln6. Yu will nt be able t prceed with the cnversin until yu use a different server that satisfies this requirement. 4. Database name shuld nt start with a number. Yu will get this errr if the target database name begins with a number (e.g. 1COMP). T reslve this, duble click the Trg DB Name field. In the Overwrite Target Database Lcatin windw, replace the default Database Name with ne that des nt being with a number. Fr mre infrmatin abut hw t select a prper target database name, refer t step 5 in Part C. 5. Database name shuld nt cntain space(s). Yu will get this errr if the target database name has a space in it (e.g. COMP X). T reslve this, duble click the Trg DB Name field. In the Overwrite Target Database Lcatin windw, replace the default Database Name with ne that des nt include spaces. Fr mre infrmatin abut hw t select a prper target database name, refer t step 5 in Part C. 6. Freign Key Vilatin Errr One f the pssible issues that culd cause the cnversin t fail is a freign key vilatin. Yu may find an errr entry similar t the fllwing in the lg file: The UPDATE statement cnflicted with the FOREIGN KEY cnstraint FK_ The cnflict ccurred in database database name, table db.tablename, clumn cacctid. This prblem ccurs if yu did nt chse t validate the data in steps 5 and 6 f Part C befre perfrming the cnversin. T reslve this prblem, yu must: a. Delete the AM 8 cmpany database used in the failed cnversin. Page 39 f 40