Accounts Production Installation Guide
Copyright statement Sage (UK) Limited and Sage Hibernia Limited, 2014. All rights reserved. If this documentation includes advice or information relating to any matter other than using Sage software, such advice or information is provided for information purposes only. While Sage takes responsible steps to ensure the accuracy and completeness of such information, it can only be general in nature. You should therefore take appropriate steps to ensure it is correct and relevant to your circumstances. You should also consider taking professional advice when appropriate, for example to ensure that the results obtained from using the software comply with statutory requirements. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of Sage (UK) Limited or Sage Hibernia Limited, publisher of this work. Use of the software described in this documentation is subject to Sage (UK) Limited or Sage Hibernia Limited's Licence Agreement enclosed with, or displayed by, that software. Sage, the Sage logo, and other Sage logos and brands are either registered trademarks or trademarks of Sage (UK) Limited and Sage Hibernia Limited, or its holding company, The Sage Group PLC. All other marks are trademarks or registered trademarks of their respective owners. 2014 Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA All Worldwide Rights Reserved Issue Date: 15/08/2014 If you would like this information in an alternative format please contact us on: 0845 111 1111
Contents 1 Overview 4 Further Information 4 2 Before Installing or Updating Sage Accounts Production 5 Installation types 6 Network Configuration 6 Standalone Configuration 6 Which is best for the practice? 7 3 Installing on a network 8 Installing on a workstation or laptop 13 Installing Sage Accounts Production on a network workstation or laptop 13 4 Installing standalone 17 5 Updating a standalone 22 6 Uninstalling a Laptop Installation 28 7 Updating Formats and Templates 29 A Licensing the Software 31 B Licensing Extra Clients and Users 33 C If you are upgrading to Windows 7 34 D Sage Software Support 35 Contacting Sage Software Support 36
1 Overview This guide explains how to carry out both Standalone and Network installations and updates of Sage Accounts Production. The basic steps in installing: 1. Choose the appropriate network configuration: Network: When you need a practice server and a number of client computers running the software. Standalone: When you want to use the software on just a single computer. 2. Choose the installation type you require, if necessary: Workstation: A physically fixed computer. Laptop: A portable computer. Further Information The rest of this guide explains these options in more detail. 4
2 Before Installing or Updating Sage Accounts Production The following sections describe how to install or update Sage Accounts Production. Before you begin Log on as a user with local administrator rights at the computer where you are installing the software. Close all other programs. Disable your anti-virus software (remember to restart this as soon as the installation is complete). If you are a Republic of Ireland user, and Sage Time & Fees v3 is installed, ensure that Sage Quick Time Entry is not running by right-clicking the icon in the Windows system tray (on the right-hand bottom corner of your screen), and selecting Exit. The program will start again automatically when you reboot your PC. If you are updating an existing installation, back up your data: a. Select Tools > Settings > Workstation Settings. b. Select the Default Paths tab. c. Note the Default Data Path and the Client List Path. d. Back up these folders using your usual backup method. 5
Installation Guide Installation types There are two basic configurations: Network Standalone Within each of these you can choose one of these installation types: Workstation Laptop The installation types differ slightly, depending on which configuration you have chosen. These differences are explained below. Network Configuration When you're setting up a network, one computer will become the designated practice server. This will store the 'network' client list and client datasets. Other computers that connect to this practice server, will be designated practice client computers. If you like, you can also use the practice server as a practice client computer. A practice client computer connects to the server to see the client list and client datasets. There are two types of practice clients and which you choose depends on how you plan on using each computer. Workstation A computer that is unlikely to be removed from the network. Typically these would be desktop computers with physically attached network cables. Laptop Laptops that can be easily removed from the network, perhaps to work offsite. Note: Network Configuration is the recommended approach if you want to use Sage Accounts Production in a shared environment, with multiple computers needing to access client data. See Installing on a network on page 8 for more information. Standalone Configuration If you've only one computer to install Sage Accounts Production on, choose the standalone configuration. The client list and client datasets will, by default, be stored on this computer (although you can choose a network folder if needed). Again, you can choose between two types. 6
2 Before Installing or Updating Sage Accounts Production Workstation Choose this option when you're going to install everything on a single computer, including the client list and client datasets. You're likely to want this option on a desktop computer that won't be leaving the office. Laptop If you've a laptop, you can still choose the Workstation option, but if you plan on storing the client list and datasets on a separate network location, choose the laptop type. A benefit to this type is you can now take individual client datasets away from the office, whilst the rest remain on your network storage. This could be a security benefit if you don't want to take all of your client data out of the office. See Installing standalone on page 17 for more information. Which is best for the practice? This depends largely on how you envisage your practice working with Sage Accounts Production. Consider: Do colleagues want to take client data away from the office? Are you going to be sharing a central client list? Also, in a network installation, updates are a little simpler as you only need to update the single practice server computer; all practice client computers will update themselves automatically. 7
3 Installing on a network When you are installing or updating Sage Accounts Production in a network configuration, you should begin with the practice server. Carry out these steps on the server: Before you begin Read the Release Notes. This document will tell you important information about this release including known issues. From the installation menu, click Display Release Notes. Log on as a user with full administrator network access rights. Close all other programs. To install the practice server computer: 1. Insert the Sage AP disc into your computer. The Installation Menu appears. Note: If the menu doesn't appear, your computer is not set up to autorun discs. On your keyboard press (Windows key + R), then in the Run window type d:\autorun.exe where d is the drive letter for your CD/DVD drive. 8
Installation Guide 2. Click Install Accounts Production. The Welcome page appears. 3. Click Next. The Configuration Type page appears. 4. Select Network Configuration. 9
3 Installing on a network 5. Click Next. The Licence Agreement window appears. Please read the agreement carefully. If you are, or legally represent, the purchaser of the licence and you agree, tick the check-box. 6. Click Next. The Data Location window opens. Browse to a folder to contain the Client Data Sets. 10
Installation Guide 7. Click Next. The Destination Location page appears. Browse to the location to place the installer for practice client computers. 8. Click Next. The Check Settings and Install page appears. Review the settings that will be used in the installation. Click Back to change any of your previous choices or click Next to begin the installation. 9. The software is installed and the progress bars indicate how much of the installation is complete. 10. When the installation is complete, a final screen appears. 11
3 Installing on a network 11. Click Finish to close the installation wizard. You have set up a network configuration on your designated practice server. You now need to install Sage Accounts Production on all relevant workstations and laptops. 12
Installation Guide Installing on a workstation or laptop After you've installed or updated Sage Accounts Production on the designated practice server, you are ready to install or update Sage Accounts Production on the practice client computers. Installing Sage Accounts Production on a network workstation or laptop 1. On each practice client computer, browse to the Setup File (setup.exe). Tip: You chose a destination for this file on the practice server during the network server installation described in the previous section. 2. Double-click the setup.exe file. Depending on your computer's settings, you may see a window like this: If you see this window, click Yes. The Welcome page appears. 13
3 Installing on a network 3. Click Next. The licence page appears. Please read the agreement carefully. If you are, or legally represent, the purchaser of the licence and you agree, tick the check-box. 4. Click Next. The Choose an Installation Type page appears. Specify whether you want the computer to be a 'workstation' or a 'laptop'. Workstation A computer that is unlikely to be removed from the network. Typically these would be desktop computers with physically attached network cables. Laptop Laptops that can be easily removed from the network, perhaps to work offsite. 14
Installation Guide 5. Click Next. The Destination Location page appears. If you want to install to a different location click Browse. We recommend you don't change this location. 6. Click Next. The Check Settings and Install page appears. Review the settings that will be used in the installation. Click Back to change any of your previous choices or click Next to begin the installation. 15
3 Installing on a network 7. Progress bars will show installation progress. 8. Once complete, a final confirmation page appears. 9. Click Finish. Repeat this process for each relevant practice client computer. 16
4 Installing standalone Follow the steps below to carry out a 'Standalone' installation of Sage Accounts Production for a workstation or laptop. Before you begin Read the Release Notes. This document will tell you important information about this release including known issues. From the installation menu, click Display Release Notes. Log on as a user with local administrator rights at the computer where you are installing the software. Close all other programs. 1. Insert the Sage Accounts Production disc into your computer. The Installation Menu appears. Note: If the menu doesn't appear, your computer is not set up to autorun discs. On your keyboard press (Windows key + R), then in the Run window type d:\autorun.exe where d is the drive letter for your CD/DVD drive. 17
Installation Guide 2. Click Install Accounts Production. The Welcome page appears. 3. Click Next. The Configuration Type page appears. 4. Select Standalone Configuration. 18
4 Installing standalone 5. Click Next. The Licence Agreement window appears. Please read the agreement carefully. If you are, or legally represent, the purchaser of the licence and you agree, tick the check-box. 6. Click Next. The Choose an Installation Type page appears. Specify whether you want the computer to be a 'workstation' or a 'laptop'. Workstation Choose this option when you're going to install everything on a single computer, including the client list and client datasets. You're likely to want this option on a desktop computer that won't be leaving the office. Laptop If you've a laptop, you can still choose the Workstation option, but if you plan on storing the client list and datasets on a separate network location, choose the laptop type. A benefit to this type is you can now take individual client datasets away from the office, whilst the rest remain on your network storage. This could be a security benefit if you don't want to take all of your client data out of the office. 19
Installation Guide 7. Click Next. The Destination Location page appears. You can use the default location or choose a new one by clicking Browse. 8. Click Next. The Check Settings and Install page appears. Review the settings that will be used in the installation. Click Back to change any of your previous choices or click Next to begin the installation. 9. Progress bars will show installation progress. 20
4 Installing standalone 10. Once complete, a final confirmation page appears. When the installation is complete, select the Create desktop shortcut checkbox to create a shortcut icon for the application. 11. Click Finish. The installation is complete. 21
5 Updating a standalone Whenever an update or Sage Accounts Production is available, and you are using a Standalone configuration of Sage Accounts Production, you need to carry out the following steps on each workstation and laptop. Before you begin Read the Release Notes. This document will tell you important information about this release including known issues. From the installation menu, click Display Release Notes. Log on as a user with local administrator rights at the computer where you are installing the software. Close all other programs. 1. Insert the Sage Accounts Production disc into your computer. The Installation Menu appears. Note: If the menu doesn't appear, your computer is not set up to autorun discs. On your keyboard press (Windows key + R), then in the Run window type d:\autorun.exe where d is the drive letter for your CD/DVD drive. 22
Installation Guide 2. Click Install Accounts Production. The Welcome page appears. 3. Click Next. The Configuration Type page appears. 4. Select Standalone Configuration. 23
5 Updating a standalone 5. Click Next. The Licence Agreement window appears. Please read the agreement carefully. If you are, or legally represent, the purchaser of the licence and you agree, tick the check-box. 24
Installation Guide 6. Click Next. The Choose an Installation Type page appears. Specify whether you want the computer to be a 'workstation' or a 'laptop'. Workstation Choose this option when you're going to install everything on a single computer, including the client list and client datasets. You're likely to want this option on a desktop computer that won't be leaving the office. Laptop If you've a laptop, you can still choose the Workstation option, but if you plan on storing the client list and datasets on a separate network location, choose the laptop type. A benefit to this type is you can now take individual client datasets away from the office, whilst the rest remain on your network storage. This could be a security benefit if you don't want to take all of your client data out of the office. Note: If you're updating a computer that was previously designated as a Workstation, you can change this to a Laptop at this point. However, if the computer is already a Laptop, you can't change its type to Workstation. 25
5 Updating a standalone 7. Click Next. The Check Settings and Install page appears. Review the settings that will be used in the installation. Click Back to change any of your previous choices or click Next to begin the installation. 8. Progress bars will show installation progress. 9. Once complete, a final confirmation page appears. 10. Click Finish. 26
Installation Guide Note: When you open the application, an automatic installation of the master formats will be performed. See Updating Formats and Templates on page 29 for more information. 27
6 Uninstalling a Laptop Installation If you ever need to uninstall Sage Accounts Production on a computer with a Network Laptop or Standalone Laptop installation, make sure to check in all checked-out client datasets on the computer before doing so. It is not possible to check a dataset back in after Sage Accounts Production has been uninstalled. 28
7 Updating Formats and Templates When you open Sage Accounts Production after updating, the Update Formats and Templates wizard enables you to install the latest master formats, Audit Working Paper forms, and Companies Registration Office templates. Note: If you log on using a username and a password, the level of your access rights may prevent you from performing the update. 1. After you have updated your version of Sage Accounts Production to the latest version, launch the application. 2. The first page of the wizard opens. Click Next to proceed. 29
Installation Guide 3. Specify which sets of updates you want to install, if any. Click Next to proceed. 4. If you specified that you want to install format updates, you are now prompted to select the individual formats you want to update. 5. Specify the folder in which you want to install the new formats. 6. Specify how you want to deal with older formats that will be superseded by the updates. 7. Click Next. 8. If you have specified that you want to install Audit Working Paper forms, you are prompted to specify whether you want to overwrite the existing forms. If you select Cancel the install and leave the existing forms, when you click Next the wizard prompts you to specify whether you want the application to provide you with the same option to install the forms the next time you launch the application. 9. If you have specified that you want to install Companies Registration Office (CRO) templates, you are prompted to specify whether you want to overwrite the existing templates. If you select Cancel the install and leave the existing templates, when you click Next the wizard prompts you to specify whether you want the application to provide you with the same option to install the templates the next time you launch the application. 10. If necessary, specify Audit Working Papers and Companies Registration Office Templates settings. 11. Click Install to install the updates you have selected. The updates are installed into the locations you specified in the wizard. Generally, you should accept the default locations. 30
A Licensing the Software Your Sage Accounts Production licence entitles you to: a maximum number of concurrent users a maximum number of clients in the network client list When you launch Sage Accounts Production for the first time, or upgrade the software from Version 8.x or earlier, you are prompted to license the system. The normal process involves specifying the following information in the License window. your account number your postcode Your serial number (optional) Then click License Now. If you want to postpone licensing the software, click Licence Later to proceed. You get an initial 30- day trial period of the software when you first install it. 31
Installation Guide You can open the License window at any time by selecting the Help - View Licence Information menu option. Note: It is also possible to license the software without using an Internet connection. For more information about licensing Sage Accounts Production, see the 'Licensing' section of the software's help system. 32
B Licensing Extra Clients and Users To license additional clients or concurrent users: 1. Select Help > View Licence Information. 2. Contact your account manager at Sage: 0845 111 11 11 for UK users 3. Ask to register more clients or concurrent users. 4. Give the advisor your current serial number. 5. Click the Refresh Licence button when instructed. Check the details onscreen to make sure that your new entitlement is displayed correctly. 33
C If you are upgrading to Windows 7 If you installed a previous version of this software on Windows Vista, carry out the following steps before you upgrade to Windows 7. 1. Back up your main files by selecting the File > Backup > Main Files menu option. Keep a note of the backup location for reference in Step 5. 2. Uninstall the software. 3. Carry out your Windows 7 upgrade. 4. Install this version of the software. 5. Restore the main files you backed up in Step 1. To do this, select the File > Restore > Main Files menu option. 34
D Sage Software Support Our software support team is here to provide you with assistance should you run into difficulties using your software. You may be able to find the answer to your query in the Help system provided with the software without having to contact Sage Software Support. You can open the Help by pressing the F1 key at any time when running the software or from the Help menu. Please have the following information available if you do contact Sage Software Support: Your Sage Account Number. A brief description of the problem including the exact text of any error messages received. The version number of the program and the formats you are using. This can be obtained by selecting About... from the Help menu. The name of the Windows platform that you are using, e.g. Windows XP, Windows Vista, Windows 7, Windows 8 etc. Resolving your query will be faster if you can also provide the answers to the following questions: Is the program being used on a single computer or is it being shared across a network? At what stage in the installation process are you? 35
Installation Guide Contacting Sage Software Support You can contact Sage Software Support in the following ways: Tel 0845 111 1111- then following the prompts for Sage AP support Fax 0845 245 02 85 Post Sage Software Support Building 3 Exchange Quay Salford Quays Manchester M5 3ED email Web accountants.support@sage.com https://support.sage.co.uk 36