Converting from Practice Management Classic to Practice Management Professional or Enterprise

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1 Converting from Practice Management Classic to Practice Management Professional or Enterprise Using the standalone Reckon Elite Database Converter The product that was previously referred to as Elite Central, before being renamed Practice Management (Classic) will need to be upgraded to Practice Management Professional or Practice Management Enterprise. The move towards a new structure was based on client feedback over a long period. This move will provide a better platform to build the requested enhancements. The first step was to move the structure and all the back end operations to the new environment without losing any of the existing functionality. Future developments will start to see improvements that clients have been asking for, which will become available moving forward through 2011 and beyond. When to convert? We are looking to assist as many clients over the up-coming period to convert across to Practice Management Professional or Enterprise. We have now ceased further development connected to Practice Management Classic The LAST changes for those running the old systems has been Tax 2011, released and connected in to Practice Management Classic. All other products and changes will only be made in the new Professional & Enterprise editions of the software. E.g. if you want the latest Ledger Reporting standards you do need to convert from the Classic edition. Clients should be encouraged to convert early whilst lines are quiet and we can assist as much as possible. Reckon Elite Practice Management (Professional) Practice Management (Professional) is the equivalent of Practice Management Classic. No need for database setup or configuration by an IT specialist, simply install and run our software. User permissions reflect the same as what was available in Classic. What it means from a product development point of view is the ability to move towards expanding functionality & reporting capabilities. Reckon Elite Practice Management (Enterprise) Practice Management (Enterprise) will allow practices to choose between two supported SQL databases, an embedded database (as described in the Professional edition), as well as Microsoft SQL Server (2005 & 2008). With the Enterprise version aimed at larger practices, there is a new security model that allows you to control the access to data and functions within the software via the full functionality of user & user group permissions and filtering options. What it means from a product development point of view is the ability to move towards reporting and data mining capabilities. 1 P a g e

2 How to perform the data conversion Step 1: Backup the database It is essential that a backup be made of the database to ensure that your data is preserved should we need to revert back to it. The conversion process may also require you to revisit your original data in preparation for the actual database conversion. Create the backup and make a note as to where the backup is stored- we will use this backup to convert the database. Once you have performed a backup please close Practice Management (Classic). Once Backup is created, close down Practice Management. 2 P a g e

3 Step 2: Download & install the Elite Database Converter Go to the Download Centre on our website: Here, enter your details. Select Classic edition from the Product edition drop down menu. Then select Latest releases from the Product list then click Submit. Download the Practice Management Database Converter installation file and save it on the Desktop or a location of your choice. Once downloaded, double-click on the installation file to install Step 2.1: Installer Welcome screen, please Click Next 3 P a g e

4 Step 2.2: Software destination folders: we recommend to leave this as default, click Next. Step 2.3: Click I AGREE then click Next 4 P a g e

5 Click Next to start the installation Step 2.4: Click Finish to complete the installation Step 3: Create New Database Directory When creating a new Database Directory, we recommend that you create it locally on the PC which you are performing the conversion. We recommend the following: C:\ReckonElite\DATA_SQL. NOTE: We highly recommend that all conversions do not occur over a network but on the computer where the database is located. 5 P a g e

6 Step 4: Run the Elite Database Converter Step 4.1: Before the you run the conversion process, ensure that you disable ANY Antivirus software that may be running on your PC. You may need to refer to the Antivirus software manual or request assistance from an IT Professional on how to do this. Step 4.2: Click on Start, All Programs, Elite, Practice Management then click on Database Converter to initiate the conversion process. 6 P a g e

7 Step 4.3: The Welcome! Screen should now appear. Here, select A backup of an original database. NOTE- ensure that you know the location of your backup as this will convert that backup. If your backup is on an external drive or on a network shared drive, copy this onto the desktop of the PC which you are running this conversion. If the backup is not on this PC, copy this now. Then click Next Step 4.4: Here, enter the name of the backup file. Click Browse... to search for that backup file. 7 P a g e

8 Once located, select it then click Open. Then click Next Step 4.5: In the next screen, select Embedded the click Next. NOTE- If you are upgrading to Enterprise Version with the use of Microsoft SQL Server, select Microsoft SQL Server 2005 then click Next. 8 P a g e

9 Step 4.6: In the next screen, it will now prompt you to enter the location to place the embedded (converted) database. WARNING- DO NOT use the default location. Eg. C:\PracticeManagementCache... If you select this location, the conversion will not work correctly. 9 P a g e

10 Delete the default path and enter the new path of the database directory- This is the new directory which you created in Step 3. Enter the new path then click Next Step 4.7: The next screen is the summary screen which indicates the Source of the backup file, the New database type and the New database location. On this screen, ensure that you tick the box Reindex original database, then click Next. 10 P a g e

11 Step 4.8: The pre-check conversion is tracked as each process is performed. The pre-check can take quite some time. Step 4.9: Once the pre-conversion process has been completed the results will be displayed. It is very common for there to be a number of warnings and a couple of errors that require attention before continuing. During the conversion it is important that the Pre-conversion logs are saved off and the installation exited to work through the potential issues listed if required. Any errors (appear with red icon), will force the conversion to be abandoned. Any warnings should be reviewed however many of them do not require any action directly. The conversion routines will attempt to resolve many of the warnings automatically and you do not need to exit the conversion, if this is the case press Next, which will continue on with the conversion. Whilst the conversion is still going, please Read Step 5 on how to understand the Pre Conversion Log. Once you have read Step 5, please continue to Step If you do have errors in your Pre Conversion check, please continue on to Step P a g e

12 Step 4.10: Exit the installer to review the pre-conversion log file. 12 P a g e

13 Step 4.11 Save the log somewhere that can be easily found, such as the desktop. If you are happy to proceed with the conversion. Press Next. The next phase will start converting the data. This is the longest part of the conversion. 13 P a g e

14 Step 4.12: When the Conversion completed dialog appears, Press Save to save the file. To get a better understanding of the Post Conversion log, please read Step 7 Completed Conversion - Save report Step 4.13: Save the Post Conversion Log in the same location as your Pre Conversion log files for finding later on. Once the file is saved please click Finish. Step 4.14: Congratulations, you have successfully performed the conversion, we will now continue to upgrade Practice Management from the Classic edition. 14 P a g e

15 Step 5: Understanding the Pre-conversion checklist The report is made up of two sections, a summary list of the issues and then a more detailed explanation of the issue that was identified. In each instance the client ID is included to help identify and resolve the problem. Along with the detailed explanation for each warning is the action that may be taken by the convertor if the user chooses to ignore the warning. When reviewing the report, you will notice warnings and possibly errors in the database conversion. It is important that you review each individual issue and determine whether it is necessary to resolve for your practice. Some issues can be ignored, some will not be resolved until after conversion however many of the issues can easily be resolved by revisiting the Classic database and fixing the data. Many of the issues identified in the pre-conversion check are caused by simple keying errors that have gone unnoticed. This may be where rules have been introduced to meet the ATO and government standards, or ensuring valid characters exist. Examples of these are: (002) Client "ELITE1" has invalid ABN. (002) Client "ELITE1" (internal ID "ELI00006") has an ABN that is invalid. It will be removed. (003) Client "ELITE2" has date of death but no date of birth. (003) Client "ELITE2" (internal ID "ELI00002") has a date of death/wound up but does not have a date of birth/establishment/incorporation. Date of death/wound up will be cleared. (009) Client "ELITE3" has invalid name. (009) Client "ELITE3" (internal ID "ELI00004") has a name that does not pass the ATO validation checks: " V138C - field contains repeated hyphen, apostrophe, or space characters V138C - field contains repeated hyphen, apostrophe, or space characters" (010) Address for client "ELITE4" is invalid. (010) The address "20 Fletcher Rd,,,,, " for client "ELITE4" (internal ID "ELI00000") from table "Client_Address.DBF" is invalid. It will be cleared. (019) address for client "ELITE5" is invalid. (019) The address "elite#practice.com.au" for client "ELITE5" (internal ID "ELI00005") found in table "Client_ .DBF" does not conform to the expected format of an address. It will be cleared. Other things to note with the above issues are the invalid data is shown as well as the client ID. The internal ID is used by the internal processing and is used should support be required to investigate the matter further. If there have been minor issues with table indexing/references, they may also be listed. These warnings can generally be ignored unless they specifically mention a change has to be made before the conversion can occur. An example of a warning that is for information purposes only is below: (203) No detail records (Clients) for master ShareID "11" have been found in table "TaxShareDetail". (203) No detail records (Clients) for master ShareID "11" have been found in table "TaxShareDetail". This item "11" will be removed from master table "TaxShareMaster" in conversion. Step 6: Re-run the database conversion Once you are happy with the state of your database and have fixed all errors and any warnings you want to address run the Database Converter again, (Step 4). Although the pre-check was looked at last time, it is still important to save the pre-check log again. Once the file has been saved, continue through the conversion process. 15 P a g e

16 Step 7: Completed Conversion - Save report The conversion log may contain additional issue resolutions to those listed in the original pre-check. For this reason save the completed conversion log to a separate file. This file can be useful should you require assistance in understanding what the conversion has done. Keep each of the logs together so that they form a reference to go back to if required. Step 8: Understanding the Post-Conversion log Many of the warnings listed in the pre-check log that were ignored for the conversion will be re-listed in the post-conversion log. A number of other warning issues that have also been resolved will be listed as well. These may be useful should you want to seek further explanation from support or if any other issues have arisen with the conversion that you require assistance with. Some examples of such warnings can include: (0016) Client "ALLDHE01" has "Child" relationship with incorrect linked GUID. (0016) Client "ALLDHE01" has a relationship of type "Child" found in the relationship table "Relationships.DBF" which has the wrong GUID of the client "ALLDBE01" to whom it is linked to. This has been corrected. (1232) Job " " does not specify a tax agent. (1232) A job " " in table "Client_Returns.dbf" does not specify a tax agent but is required to. This will be changed to " ". After conversion please correct. (1234) Task "2009 EI job deferred to 15/05/2010" is linked to a non-existing job " ". (1234) While processing the tasks table "Client_Tasks.dbf" a task with ID " " was linked with job ID " ", which wasn't found in the job table "Jobs.dbf". Step 9: Review report When reviewing the post-conversion log, there may be data conversions that saw linkages removed due to database indexes being broken. It is easy to simply recreate these relationships or data shares as you continue with your day-to-day work, or you can work through the post conversion log like a checklist and correct them all. 16 P a g e

17 Step 10: Required Editions Depending on the edition of Practice Management you have installed, ensure you also install either Pro or Enterprise versions of Ledger, Assets & Timecost based on your selected version of Practice Management. Note: -Tax 2009 and earlier will continue to operate and do not need to be reinstalled. -If remaining on Classic, the Professional version of Tax 2010 will operate under the Practice Management Classic edition. -If running the Enterprise edition of PM, Tax 2010 will need to have Enterprise edition installed. -If running the Professional edition of PM, Tax 2010 will need to have the Professional edition installed. Step 11: Installing Practice Management Professional/Enterprise Step 11.1: Now that you have successfully converted your database using the Elite Database Converter, you can now proceed with downloading the Professional/Enterprise version of Practice Management. Go to the Download Centre of our website: On this page, enter your details, select Professional/Enterprise Edition, select Reckon Elite Practice Management the click Submit. Download the Practice Management installation file- save this on your desktop so you can easily find it after the download. Once downloaded, double click on the installation file to run the installation. The Welcome screen should appear, here click on Next. 17 P a g e

18 Step 11.2: Select the default location of where the installation files will be stored. Then click Next. Step 11.3: The next screen requests the Database Directory. Here ensure you select the Directory where your database has been converted to. In this case, it s C:\ReckonElitePRO\DATA_SQL. Refer to Step 3. If this screen appears to have the old database directory, click on the Browse... button and select the new Database Directory. NOTE: Large file support should only be turned on if the client database is in excess of 4GB. Review the size of the database backup from step 1 to determine this. Click Next. 18 P a g e

19 Step 11.4: PM Server setup. This is only needed if the client experiences speed issues across their network and they are planning to use a networked database. If using the PM server application, tick the Use Remote Server checkbox and fill in the port and server name. This can be configured via PM after installation and conversion. If unsure you can leave this and support can assist if speed issues are experienced. Note: A large number of enhancements have been made to improve the speed of various areas of the PM software so hopefully this is now less of an issue. Click Next. Step 11.5: The cache folder is used for processing operations by Practice Management and the other Elite products. This is advised to remain as the default unless a valid reason to move it is given. Click Next. 19 P a g e

20 Step 11.6: License Agreement - Read the license agreement and click I AGREE to the licence to continue the installation. Click Next. Step 11.7: Confirm if you wish to have software installed for all users on this PC and to create a Desktop Icon, then click Next. 20 P a g e

21 Installation will continue... Step 11.8: Click on Finish- installation has now completed. Restart your PC once completed, reopen Practice Management and you should now see your converted data. If you have any further queries or issues with this process, please contact Reckon Elite Technical Support either by or by phone: P a g e