ONESOURCE FRINGE BENEFITS TAX ONESOURCE FBT INSTALLATION GUIDE 2016 MULTI-USER INSTALLATION AND UPGRADE GUIDE. Thomson Reuters ONESOURCE Support

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1 ONESOURCE FRINGE BENEFITS TAX ONESOURCE FBT INSTALLATION GUIDE 2016 MULTI-USER INSTALLATION AND UPGRADE GUIDE Thomson Reuters ONESOURCE Support Date of issue: 04 Mar 2016

2 Getting started flow chart: installation packages Contents GETTING STARTED FLOW CHART... 4 PERFORMING AN UPGRADE?... 6 PERFORMING A NEW INSTALLATION?... 6 Before you begin... 7 Using the ONESOURCE FBT Stand-Alone package to install SQL Server 2008 R2 Express... 8 Using your own SQL Server... 8 What type of client server deployment are you intending to use? Client-Server Deployment Terminal Server Deployment... 9 Steps to install Using the ONESOURCE FBT Database Manager locally Using the Database Manager to access the SQL Server remotely Using the Database Manager to upgrade, backup and restore data How do I encrypt a database password? ADDING THE APPLICATION ONTO EACH USER S PC Commission the application APPENDIX 1 CREATING LOGIN USERS User login accounts To Add a User Login: Windows login (Domain account) APPENDIX 2 CONFIGURATION FILES Installation File Locations APPENDIX 3 FOLDER PERMISSIONS ONESOURCE Fringe Benefits Tax Server Folder properties APPENDIX 4 MINIMUM SYSTEM REQUIREMENTS Database Management System Microsoft SQL Server System settings Date format regional settings Deployment model Client-server Terminal Server Citrix checklist APPENDIX 5 SYSTEM COMPATIBILITY CHECKLIST APPENDIX 6 SCRIPTS Example of configuration file Date of issue: 04 Mar

3 Getting started flow chart: installation packages APPENDIX 7 DATA MIGRATION FROM EARLIER RELEASES PowerTax FBT 2009 and earlier FBTSimplifier 2009 and earlier FBTSimplifier FBTSimplifier ONESOURCE Fringe Benefits Tax 2012, 2013, 2014 or APPENDIX 8 BACKING UP OR MIGRATING TO ANOTHER LOCATION Migrating from a local PC to another PC or to a Client/Server Model APPENDIX 9 APPLICATION AND DATABASE VERSIONS APPENDIX 10 DATABASE PERMISSIONS AND FAQS Why do we need to provide db_bulk admin and db_creator role? Can the upgrade task be done via scripts? Is there any particular reason why we need db_owner in addition to FBTSIMPLIFIER, DB_DATAREADER and DB_DATAWRITER roles? Can the database be installed and further upgraded with T-SQL scripts run by DBA? CAN WE USE NT AUTHENTICATION TO CONNECT TO THE DATABASE? Why are we seeing permission issues during roll forward of data? What permissions are required for standard user operations? Date of issue: 04 Mar

4 Getting started flow chart: installation packages GETTING STARTED FLOW CHART I have received ONESOURCE Fringe Benefits Tax 2016 and am ready to install Yes, we are a new user of the software YES New installation? NO No, we are upgrading existing 2015 version Backup your data! Stand-alone or Client/Server? Multi-user Read This Multi-user Installation Guide Multi-user Stand-alone or Client/Server? Stand-alone Read Stand-alone Installation Guide Stand-alone Read Stand-alone Installation Guide Yes Applications can be installed on server? No Locate Standalone Installation Guide Locate Standalone Installation Guide Install: OneSource FBT Database Manager on Server New install? Create FBTS database Upgrade? Upgrade existing database Install: OneSource Fringe Benefits Tax on workstations via SQL script Script: Get script from ONESOURCE Support Create/ upgrade database Create: New FBTS database Upgrade: Existing database Install: OneSource Fringe Benefits Tax on workstation(s) via remote DB Manager Read: Using the Database Manager Install: OneSource Database Manager Typical Installer Yes or No? Do this Legend See installation guide Alternatives Operations Do this Browse: Locate XML file (ptserverconfig) that contains DB connection string Launch: Open OneSource Fringe Benefits application on workstation Browse: Locate XML file (ptserverconfig) that contains DB connection string Date of issue: 04 Mar

5 Getting started flow chart: installation packages INSTALLATION PACKAGES There are 3 installation packages that can be used when installing ONESOURCE Fringe Benefits Tax: 1. Stand-alone Installer (see Stand-alone Installation Guide) Suitable for new users of ONESOURCE Fringe Benefits Tax who intend to prepare a return on their computer and do not need to share the same database. The Stand-alone installer installs a pre-configured SQL Server (2014 Express) and FBTS database. Please read the separate Stand-alone Installation Guide for details 2. Multi-user Installer (page 8) Suitable for upgrading or installing the latest version Use this package to roll out separate components where there is a need to share the same database. The installer contains a database creation/upgrade tool, the FBT application and prerequisite Windows components. This package does not contain an SQL Server. 3. Minimal Installer - accessible only via our secure web download site This is the same as the Multi-user Installer but doesn t contain any of the pre-requisite Windows components. Therefore you would need to ensure that these prerequisites are in place before using this installer. This installer is provided for organisations who want to control which Windows components are added for SOE purposes. 4. Using a script to create the database or upgrade (page 35) A database script that can be sourced though Thomson Reuters Support for creating the initial database(s) or upgrading existing databases. Note: The script is not included on the DVD or on the secure download website and must be requested. 5. License (page 23) The software can be installed without entering the licence but the license will need to be activated within 7 days of installation. The activation is via a licence file and is provided as a zipped attachment. Thomson Reuters Support sends the licence to the registered user based on the registration completed at the time of ordering the software. If you haven t yet received a licence, contact your Thomson Reuters business development manager or ONESOURCE Support at onesource.support@thomsonreuters.com. Date of issue: 04 Mar

6 Multi-user Installer: installation packages MULTI-USER INSTALLER The multi-user installer is suitable for adding new or upgrading existing installations of ONERSOURCE Fringe Benefits Tax and is used to roll out separate components where this is a need to share the same database. The installation will determine if certain Windows components need to be pre-installed to complete the installation. Windows components that may be installed by the package are: Windows Install Redistribute or Windows Installer 4.5.NET Framework version 4.5 Warning For Windows Server 2008 R2 you must preinstall.net Framework before running the installation. PERFORMING AN UPGRADE? Read the section on page 18 which explains what options you have to upgrade your existing database(s). Note: You can leave the pre-existing (older) version of ONESOURCE Fringe Benefits Tax on the user s PC but once you upgrade the database this older version will no longer be able to access the updated data. The older version will have database connection details that may be useful in locating the remote server. PERFORMING A NEW INSTALLATION? What type of client-server deployment are you intending to use? Page 9 - Client-server or Terminal server overview Is your SQL Server compatible? Page 30 - Minimum system requirements Don t have an SQL Server? Page 8 - You can install using our SQL Server Express version. See Using the Stand-alone package What is the installation process? Page 10 - Steps to install Date of issue: 04 Mar

7 Performing a new installation?: Before you begin BEFORE YOU BEGIN If you are installing as an upgrade to last year s version of the program you MUST perform a backup of the data BEFORE proceeding. Why must we backup? The database created and used in the 2015 FBT period needs to be updated for the 2016 FBT period rule changes and new rates. Because this necessitates an upgrade to the database you must protect yourself from unexpected data loss by backing up before installing the 2016 version. There are various ways to safeguard the data: 1. The preferred method is to use the ONESOURCE FBT Database Manager backup feature, see Using the Database Manager to upgrade, backup and restore data page 18, or 2. Use your SQL Server management tools, or 3. Use the ONESOURCE Fringe Benefits tax Entity Migration tool to export the Reporting Entity(ies) as.fpp files. You will need the following 1. These installation instructions 2. The minimum system requirements see Appendix 4 (page 30) 3. Your system is compatible with the program. See the System compatibility checklist page The installation package either on the DVD or the relevant installer package downloaded from the Thomson Reuters secure web site 5. Administrator privileges to install a program and database access permissions to connect to the SQL Server Warning For multi-user installation you must arrange with your IT and DBA/Server support staff to assist with this installation. It should not be attempted without adequate IT support. If you can t install programs on your computer you will need to have your IT Desktop Support person run the installation for you. If you are storing your data on a remote server you will need to involve your DBA/Server support in creating the initial FBTS database and connect the application to this database. You can use the ONESOURCE FBT Database Manager to remotely create your database see Appendix 5 (page 34) for details. Alternatively a database script is available if required see the Appendix 6 (page 35) for details. 6. A Microsoft SQL Server is required to store the FBT data. Don t have an SQL Server? o o You can download and install Microsoft SQL Server 2008 R2 SP2 Express, Microsoft SQL Server 2012 Express or Microsoft SQL Server 2014 Express versions from Microsoft. Microsoft describes the Express version as a powerful and reliable free data management system that delivers a rich and reliable data store for lightweight Web Sites and desktop applications., or Alternatively, you can use the Stand-alone Installer to add the pre-packages and configured Microsoft SQL Server 2014 Express to a PC you nominate to act as the SQL database server (see next page) Warning SQL Server 2005 is not compatible and should not be used Date of issue: 04 Mar

8 Performing a new installation?: Before you begin Using your own SQL Server Make sure your SQL Server meets the minimum specifications on page 30 before continuing. Using the ONESOURCE FBT Stand-Alone package to install SQL Server2014 Express If you don t have an SQL Server, you can use the Stand-alone installation package to install SQL Server 2014 Express already configured with a blank FBTS database. 1. When you launch the Stand-alone installer it will check for the existence of SQL Server Click OK and SQL Server 2014 Express will be installed. (Takes about minutes) 3. When the Setup page opens click Next this will install ONESOURCE Fringe Benefits Tax, ONESOURCE FBT Database Manager application and the FBTS database. 4. There is an initial pause while the FBTS database is created, so please be patient. 5. Once the install completes the database and database configuration/connection files will be created. 6. The FBTS database files will be located, as below, in the ProgramData folder. 7. The server configuration/connection file is located in the FileStore folder and can be relocated to a share drive if required. 8. You will use the Multi-user installation package for the rest of the set up. Things to note, the Stand-alone package will install the database in the location shown above and may also install.net framework 4.5 plus other Windows components as well as the ONESOURCE applications; you may choose to uninstall the ONESOURCE applications (ONESOURCE Fringe Benefits Tax and ONESOURCE FBT Database Manager) after completing the installation and setup. We would recommend that you retain the ONESOURCE FBT Database Manager as you can use this application to create backups of the FBTS database. See Using the Database Manager to upgrade, backup and restore data page 18. Date of issue: 04 Mar

9 Performing a new installation?: What type of client server deployment are you intending to use? WHAT TYPE OF CLIENT SERVER DEPLOYMENT ARE YOU INTENDING TO USE? 1. Client-Server Deployment The ONESOURCE Fringe Benefits Tax application is installed on each user s PC. The data is held centrally on an SQL Server. 2. Terminal Server Deployment The ONESOURCE Fringe Benefits Tax application is installed on the Terminal Server and the data is held centrally on an SQL Server. Users access the application and data via their Terminal Server. See the appendices on Folder permissions (page 28), Minimum system requirements (page 30) and Remote installation of database and configuration (page 34). Date of issue: 04 Mar

10 Performing a new installation?: Steps to install STEPS TO INSTALL Installing the Multi-user package 1. Launch the Multi-user installer Depending on whether you are using the DVD or your downloaded file, either click the Setup link on the DVD s browser page or double click the ONESOURCEFBT_ClientServer.exe file you downloaded. The installer will perform a system check and will install components as necessary. 2. Windows components may need to be installed If the installer determines that you do not have at least.net version 4.5 available then this will be installed. Installing.NET Framework may take 10 to 15 minutes to complete depending on your PC Accept the licence terms Installation commences Note a reboot may be required. The installer should recommence without you needing to do anything, but if it doesn t just double click the ONESOURCEFBT_ClientServer.exe file again. Once any Windows components have been installed the installation will continue. Note: although the setup mentions a Download the files are already available and no download is required. Date of issue: 04 Mar

11 Performing a new installation?: Steps to install 3. ONESOURCE Fringe Benefits Tax setup Click Next The Custom setup has two components to install There are 2 components that may need to be installed: 1. The ONESOURCE FBT Database Manager can be installed on a PC with network access to your SQL Server or installed directly on your database server. The database manager can be used to create the database and connection script. Alternatively, you can create the database via an SQL script; see Appendix 6 (page 35) for details. 2. The ONESOURCE Fringe Benefits Tax application on the user s PC If you are placing both components on the same PC click Next. Otherwise you will install each component separately. Did you get this message? Error code 2869 may mean that the version of.net Framework on your PC is either an earlier version or a simple Client profile version. Neither of these is adequate for use with ONESOURCE Fringe Benefits Tax. To resolve this error uninstall the.net Framework via the Control Panel > Programs and Features and choose the incompatible version of.net Framework Rerun the installer package to install the minimum.net version required (Framework 4.5 Client and Extended). Date of issue: 04 Mar

12 Performing a new installation?: Steps to install 4. Adding the Database Manager The ONESOURCE FBT Database Manager should be installed first if you intend to use this tool to: facilitate the creation of the initial database, to create backups, or to run upgrades on the database. ONESOURCE FBT Database Manager can be: Locally installed on the server The following instructions relate to using ONESOURCE FBT Database Manager on the same PC as the SQL Server. When installed locally to the SQL Server both backup and restore are available options. Installed Remotely to the server If you have installed ONESOURCE FBT Database Manager on a PC and are connecting to a remote SQL Server, then see Using the Database Manager to access the SQL Server on page 15. When installed remotely to the SQL Server backup and restore are not available options. Installing the ONESOURCE FBT Database Manager Select to install the ONESOURCE FBT Database Manager feature only Once installed you will use ONESOURCE FBT Database Manager to create the initial FBTS Database 1 or upgrade an existing FBTS database. 1 FBTS is the standard name of the ONESOURCE Fringe Benefits Tax database. The name is shown in inverted commas as the name may be different if your DBA creates a database with a different name. We recommend that you use the standard FBTS name to facilitate on-going support and upgrades. Date of issue: 04 Mar

13 Performing a new installation?: Steps to install 5. Using ONESOURCE FBT Database Manager to create the initial FBTS database 1. Launch ONESOURCE FBT Database Manager. TIP: You should launch the ONESOURCE FBT Database Manager by using the SHIFT + Right-click option and select Run as administrator. 2. Create the database (see the following pages for options) Date of issue: 04 Mar

14 Performing a new installation?: Using the ONESOURCE FBT Database Manager locally USING THE ONESOURCE FBT DATABASE MANAGER LOCALLY The following pages refer to using the Database Manager local to the SQL Server (i.e. on the same PC). Your own SQL Server? If you have installed the FBT Database manager on the PC hosting your SQL Server, connect to the selected local SQL Server as below. 1. Select Advanced Users 2. Select the SQL Server from the drop-down or type the SQL Server name and instance. 3. Enter the SQL authentication details or use Windows authentication 4. Connect to Server 5. Connection details (local) Local connection to your own SQL Server. Did you use the Stand-alone package SQL Server? If you have installed the SQL Server 2014 Express version that comes with the Stand-alone installer package then you connect to the database as below. 1. Select FBT Express 2. Connect to Server 5. Connection details (local) Local connection to your SQL Server Express Date of issue: 04 Mar

15 Performing a new installation?: Using the ONESOURCE FBT Database Manager locally Create an FBTS database locally Are you using your own SQL Server? Use the Database Manager to create your initial database following these steps. 1 Select Create a new blank FBTS database 2 The name FBTS is recommended 3 Leave this setting as Private 4 You can use an encrypted or clear text password for connection 7 Create the database 5 Enter your preferred location for storing the data base. NOTE: These paths are always local to the SQL Server 6 Enter the location for the server connection file and ensure this folder is shared Creating the database The SQL Data and Log paths and the Configuration file folder must already exist and must have appropriate read/write permissions; the Database Manager will not create these folders nor set permissions. Are you using the provided SQL Server 2014 Express? If you used the Stand-alone package to add the SQL Server, then the database will already have been created and ready to use. In this case the database folders are created and sharing permissions are set. The Database is already created and ready to use FBTS database is created as part of the Stand-alone installation Date of issue: 04 Mar

16 Performing a new installation?: Using the Database Manager to access the SQL Server remotely USING THE DATABASE MANAGER TO ACCESS THE SQL SERVER REMOTELY The following pages refer to using the Database Manager remotely to the SQL Server. How do I create a database on a remote SQL Server? ONSOURCE FBT Database Manager can connect to a remote SQL server and create a database. 1 Enter name of remote SQL Server 4 Enter name of database 2 Enter authentication details 5 Set the data paths to an existing folder local to the SQL server and place the config file on a share drive 6 Create database 3 Connected to Remote server Notes: The name of remote SQL Server needs to be in the form: MachineName\SQLServerName e.g. PATRICKSPC\SQLServer Data and Log files must reside on the database server machine. SQL Data and SQL Log paths must be UNC paths designating a network share for which the current user has full permission. Admin shares, such as \\MY_SERVER\C$\My_Folder are acceptable. Or use \\machinename\foldername The Windows account used to run SQL Server on the remote machine must have Read/Write access to the target override path. For example if SQL Server runs using the Local System account on the remote machine then this account must be able to access the target folder in order for the data files to be successfully created. Remote folders should be created first for most users. The exception is a domain admin, in which case the Database Manager will create the folders if correctly specified. In the above example the SQL paths are set to a pre-defined share. Folder permissions need to be set In the example above, the database FBTS will be created in the Data folder on the server and the end-user needs Full control of this Data folder - see Folder permissions in Appendix 3. The Configuration file folder is an override to the standard file location and you can use this to place the server connection file (PTServerConfiguration.xml) on a share drive. (For information on standard file Date of issue: 04 Mar

17 Performing a new installation?: Using the Database Manager to access the SQL Server remotely locations see Appendix 2 Configuration Files, page 27). This setting can be a network UNC path, or a local path on the machine which is running the Database Manager. Note: The end-users require read access on the Configuration file folder. Do not rename the PTServerConfiguration.xml file Schematic representation The DBA creates FBTS database and server config file (PTServerConfiguration.xml) using ONESOURCE Database Manager. Desktop support installs ONESOURCE Fringe Benefits Tax on the user s PC and points the application to the server config file on a share drive (see the Multi-user Installation Guide for details). Note the location of the configuration file Once created the location of the PTServerConfiguration.xml 2 file needs to be noted as this will be needed when pointing the application to the SQL Server database. FBTS database location The database files are created in the override path locations. Note, a Backup directory is also created as part of functionality used in the upgrade process when you use ONESOURCE Database Manager to upgrade an FBTS database. 2 Do not rename the PTServerConfiguration.xml file Date of issue: 04 Mar

18 Performing a new installation?: Using the Database Manager to upgrade, backup and restore data USING THE DATABASE MANAGER TO UPGRADE, BACKUP AND RESTORE DATA How do I upgrade a database? Upgrade is only available when the Database Manager is installed locally on the same server that hosts the SQL Server. If the Database Manager is installed remote to the SQL Server you will need to use an upgrade script available from ANZ Support. An upgrade is essential if the Australian Tax Office (ATO) issues a rule or rate change that must be applied prior to lodgement of the Fringe Benefits Tax return. 1. Connect in the usual manner and open the Upgrade Database tab. 2. The available databases will normally be listed. 3. If you can t see any databases listed you will need to browse to locate the PTServerConfiguration.xml file (it may be on a share drive) 4. Select the database name and click Upgrade. Upgrade an existing database Warning NOTE: Once you upgrade a database to the new version you cannot open or use this database in older versions of the program. Note: Once you upgrade a database to 2016 you cannot use this database with earlier releases of ONESOURCE Fringe Benefits Tax or Database Manager. Backup (export a copy of the database data) - local connection only The Backup feature in the Database Manager is the recommended method for creating a full backup (.FBK) of all your data. The backup can be restored by importing the backup (usually with a different name so as not to overwrite your existing data). The recommended method to backup your FBTS database is via the ONESOURCE FBT Database Manager Date of issue: 04 Mar

19 Performing a new installation?: Using the Database Manager to upgrade, backup and restore data How do I backup (export) a database remotely? The Backup feature in the Database Manager is not available over a remote connection. You will need to use your own SQL Server tools to perform backups. How do I restore (import) a database? Restore is only available when the Database Manager is installed locally on the same server that hosts the SQL Server. If the Database Manager is installed remote to the SQL Server you will need to use alternate backup/restore options or ask ANZ Support for assistance. You have two choices, import the backup as a new database (copy) or overwrite an existing database. Import a backup and and create a new data base Connect to the server and restore a backup by importing the.fbk file and use the Create option. 1. Browse for the backup (.fbk file) 2. Choose to create a new database 3. Click Create Create a new database (restoring a backup) Import or overwrite an existing data base Connect to the server and restore a backup by importing the.fbk file and use the Overwrite option. 1. Browse for the backup (.fbk file) 2. Choose to Overwrite the database 3. Select the existing ONESOURCE database 4. Click Overwrite Restore a backup and overwrite the existing database Date of issue: 04 Mar

20 Performing a new installation?: How do I encrypt a database password? HOW DO I ENCRYPT A DATABASE PASSWORD? By default databases created via the ONESOURCE FBT Database Manager use encrypted connection. Use this tool to encrypt any 'clear text' password that you may create to connect to your SQL Server. The encryption standard is AES256. To use this feature: 1. Enter the server name 2. Your SQL Server user name 3. And enter your password twice 4. Click Generate Password 5. Copy the text that is generated and replace the section in the configuration file This is an example of a clear text password created for the server connection. By replacing the same password with the encrypted password the configuration file will look similar to below. Date of issue: 04 Mar

21 Adding the application onto each user s PC: How do I encrypt a database password? ADDING THE APPLICATION ONTO EACH USER S PC The ONESOURCE Fringe Benefits Tax application needs to be installed on the users local PC and connected to the FBTS database created in the previous section. To install the ONESOURCE Fringe Benefits Tax application 1. Run the Multi-user installation package on the user s PC Updates to Windows components may be required and these will run as part of the setup. 2. Progress through the installer Wizard screens until you get to Components 3. Select to install the ONESOURCE Fringe Benefits Tax Application feature only Select to install the ONESOURCE Fringe Benefits Tax Application feature only. 4. Once installed the application will need to be connected to the FBTS database (see following pages Launching the application for the first time ). Date of issue: 04 Mar

22 Launching the application for the first time: Commission the application LAUNCHING THE APPLICATION FOR THE FIRST TIME COMMISSION THE APPLICATION Commission the application and create the initial login details 1. Launch ONESOURCE Fringe Benefits Tax Allow time for the login window to open (there is a slight pause on the first opening) Linking to the database On launching the application the Database is blank. You need to browse to the configuration file to link the application to the database. Browse to locate the configuration file Where is the configuration file? You will need to browse to the server location on which the SQL Server and the FBTS database is located and link to the PTServerConfiguration.xml file. Depending on your version of Windows or whether you are using a shared drive, this location may differ (see page 27 for location details). For Windows Vista & Windows 7 or 8 the standard location is 3 C: \ProgramData\FBTSimplifierServers\FBTS\FileStore\PTServerConfiguration.xml First-time log in Create the Administrator. Once the database is linked you are required to log in as administrator. The first-time login as administrator is required to initialise the ONESOURCE FBT application administrator account. Thereafter you can create Windows user logins (if required) within the application. See Appendix 1, page 24 Creating login users. 1. When you click the Login button enter a password as the application s administrator. TIP: On creating your initial Login select "Remember password" if you would like Error! Unknown document property name. to pre-populate the password whenever you launch the program. 3 The location will vary depending on where the PTServerConfiguration file was located when you created the database. Date of issue: 04 Mar

23 Launching the application for the first time: Commission the application Enter a password for the Application Administrator 4. Note: Your login password must contain a combination of at least 8 alpha and numeric characters. Activating your software licence Error! Unknown document property name. is active for a 7-day trial to give you time to activate your license after installation. Please ensure you activate your license within this 7-day period to avoid being locked out of the software. To Activate the Licence: The licensee of the software should have received an XML licence file in an . The file will look similar to the example below. The Licence file will typically have been provided in a zip file in an Save the.xml licence file somewhere safe as you may need it again. log into Error! Unknown document property name. select Administration>Licence click the Activate button at the bottom of the screen Browse to the Licence File you have saved select the file review the details of the licence on screen click Finish you will be required to log back into the system for the licence to be activated 4 Note, you need to have at least one Application Administrator to manage ONESOURCE Fringe Benefits Tax Date of issue: 04 Mar

24 APPENDICES APPENDIX 1 CREATING LOGIN USERS USER LOGIN ACCOUNTS The first time you log into ONESOURCE Fringe Benefits Tax you will be logging in as the 'Administrator' user. You can now create additional user login accounts for yourself and other users granting varying levels of access. User login accounts are required if you want other preparers to access ONESOURCE Fringe Benefits Tax with their own username/password. To Add a User Login: Select Administration>Users Click Add to create a new User On the Details tab, enter all details for the new User 1. Enter the user Title (optional) 2. Enter the user First Name (mandatory) 3. Enter the user Initial (optional) 4. Enter the user Last Name (mandatory) 5. See page 26 for Domain Account setup 6. A Login name is mandatory and must have between 6 characters and 20 characters 7. Enter an Expiry Date (access will be denied after this date) Note: The initial login Password must have between 6 characters and 20 characters and contain both alpha and numeric characters. A user must be assigned to at least one Role. They must also have at least one Client assigned to them Date of issue: 04 Mar 2016

25 Creating login users Choosing a role for the user On the Roles tab, assign a role for the new User Application Administrators have edit access to all areas and can create new Users, Clients, Reporting Entities, Cost Centres, etc. Client Administrators have the ability to create new clients and edit all areas of clients they are assigned access to by Application Administrators. (They cannot create users and cannot activate the software licence) Update users can only add or amend benefit details. View users can only view data. They cannot add or amend data. Selecting which Clients the user can access On the Clients tab, select the Client(s) this User can access. Note: In most cases, there will be only one Client to select. For Accounting Firms: It is recommended that you set to automatically assign access for this user to all Clients as they are added. Click OK to save the new User The User is now created and can log in using the login name and password you have created. Note, the first time the User logs in (if they are using ONESOURCE FBT login) they will be required to change their initial password as a security measure. Date of issue: 04 Mar

26 Creating login users Windows login (Domain account) You can set up a user s account so that it will use their Windows login to recognise who they are. When you stipulate a Domain Account, ONESOURCE Fringe Benefits Tax will check to determine whether this user can automatically access the program under their Windows login. 1. Select Yes to use a Domain Account. 2. Click the Browse button to open the Select User screen. 3. Then click on Locations and select the network location to search for the user 4. Enter the user name in the object name field 5. Click on Check Names to ensure the object name entered is accepted for windows authentication 6. Click OK Warning Do not attempt to delete or disable the Application Administrator user account The Application Administrator user account is necessary for the administration of the application including setting options, licensing, creating users and accessing parts of the program only available to the Application Administrator user account. The ONESOURCE Fringe Benefits Tax Administrator user should not be confused with a Windows Administrator account or database SysAdmin account - it is not the same thing and is unrelated. If you delete or disable this account you will lose access to various features of the program. Recovering an Application Administrator account that has been deleted or disabled is time consuming and therefore is a chargeable service if you call our Support for assistance. Date of issue: 04 Mar

27 Configuration Files APPENDIX 2 CONFIGURATION FILES The application uses configuration files to know the whereabouts of the server components. These files are listed in the table below. FILE NAME DETAILS PTServerConfiguration.xml 5 This file stores the details of where the server components are located. There is only one file for all users per database. (See installation locations below) DO NOT RENAME THIS FILE FBTClient2016.xml A copy of the FBTClient file is automatically maintained for each version. The location of the PTServerConfiguration.xml file is kept in this file. The FBTClient.xml file is stored within each user s Windows profile. (See file location links below) INSTALLATION FILE LOCATIONS When installing without location overrides the application components and default locations 6 are listed as below. ONESOURCE Fringe Benefit Tax Standard Installation locations Windows 7, 8 and Vista COMPONENT ONESOURCE Fringe Benefits Tax ONESOURCE FBT Database Manager Trial License Database Server connection User s Database link(s) PATH C:\Program Files\ThomsonReuters\ ONESOURCE Fringe Benefit Tax \ PowerTax.Main.exe C:\Program Files\ThomsonReuters\ONESOURCE FBT Database Manager \ PowerTax.Server.ManagementTools.exe *C:\ProgramData\FBT\FBTLicense.xml *C:\ProgramData\FBTSimplifierServers\ FBTS \Data\ FBTS.mdf *C:\ProgramData\FBTSimplifierServers\ FBTS \Data\ FBTS_log.ldf *C:\ProgramData\FBTSimplifierServers\ FBTS \FileStore\PTServerConfiguration.xml C:\Users\ USER \AppData\Roaming\FBT\ FBTClient2016.xml * C: drive may refer to the local PC or the Server drive depending on the installation (Stand-alone or Client-Server) 5 Do not rename the PTServerConfiguration.xml file 6 Locations, user and database names may differ depending on how you processed the installation Date of issue: 04 Mar

28 Folder permissions APPENDIX 3 FOLDER PERMISSIONS The FBTS database needs to have sufficient permissions granted to the user to access and save data within the server folder. ONESOURCE FRINGE BENEFITS TAX SERVER FOLDER PROPERTIES 1. Locate the ONESOURCE Fringe Benefit Tax Server folder FBTS 7 This example is using Windows Vista/7/8 2. Choose folder properties and select the Security tab 3. In the example over the folder security is being set for users of a particular PC but this could equally apply for a group you have created. 7 FBTS is the standard name of the ONESOURCE Fringe Benefits Tax database. The name is shown in inverted commas as the name may be different if the DB manager creates a database with a different name. We recommend that you use the standard FBTS name to facilitate on-going support and upgrades. Date of issue: 04 Mar

29 Folder permissions 4. Ensure the user(s) have Full control of the FBTS folder. Why do users need full control? The simple reason is that the FBTS folder also contains other folders with required working files that needed to be accessed and, on occasions, modified by the program. If users don t have full control on this folder and sub-folders they won t be able to complete certain necessary actions when completing your organisation s Fringe Benefits Tax return. Date of issue: 04 Mar

30 Minimum System Requirements APPENDIX 4 MINIMUM SYSTEM REQUIREMENTS DATABASE MANAGEMENT SYSTEM ONESOURCE Fringe Benefits Tax requires deployment on an SQL Server database system. Microsoft SQL Server Minimum is Microsoft SQL Server Express 2008 R2 Collation: Latin1-General, case-insensitive, accent-sensitive, kanatype-insensitive, width-insensitive Warning Do not change the database schema, it may impact functionality, may lead to the database being no longer maintainable or upgradeable and may not be able to be migrated to newer supported infrastructure in the future 8. SYSTEM SETTINGS Date format regional settings Regional settings must be Australian date and currency. Year must not be an abbreviated. i.e. yy is not acceptable and must be set as yyyy Warning Other settings may lead to incorrect calculation of your tax obligations. DEPLOYMENT MODEL Depending on the deployment model there are certain minimum and preferred requirements (over page). 8 Should your organisation require support where the schema has been modified, this is a chargeable service. Date of issue: 04 Mar

31 Minimum System Requirements CLIENT-SERVER REQUIREMENTS MINIMUM CONFIGURATION RECOMMENDED CONFIGURATION Operating System Platform Windows 7 Windows 7, or Windows Server 2008 R2 Server RAM CPU Database size RAM CPU TCP/IP 2GB Dual Core 500 MB 4GB Quad Core Client 1GB 4GB Single Core Dual Core Protocol 100MBIT 1GBIT IPX/SPX 100MBIT Software Client Adobe Acrobat 8 Reader MS Office Excel 2007 (full version not reader version ) Database MS SQL Server 2008 R2 MS SQL Server 2014 Standard or Enterprise Notes: 1. Due to limitations imposed by SQL Server Express, we recommend you use SQL Server Workgroup Standard or Enterprise editions when you have more than five users. 2. Windows OS may require installation of service packs or latest patches. 3. You will need 4GB of RAM if the server is also a client i.e. the FBTS database resides on one of the client s PCs in a peer-to-peer type arrangement. 4. MS SQL Server 2008 Express limits maximum database size to 4GB, 2008 R2 to 10GB. 5. The Database Server can be installed on a Client PC for shared connection. The network access to this Database Server would depend on what security policies are implemented across your organisation. 6. Adobe Acrobat Reader is required for various reporting purposes 7. Microsoft Office Excel 2007, 2010 or 2013 is required as operations with Excel files are involved. 8. Regional settings must be Australian date and currency and full year displayed (yyyy) Date of issue: 04 Mar

32 Minimum System Requirements TERMINAL SERVER REQUIREMENTS MINIMUM CONFIGURATION RECOMMENDED CONFIGURATION Operating System Windows Server 2008 Windows Server 2008 R2 Database and File Server Terminal Server Protocol Software Notes: RAM CPU Database size RAM CPU TCP/IP IPX/SPX Database Server Terminal Server 2GB Dual Core 1GB 2GB 1.8GHz 100MBIT 100MBIT MS SQL Server 2008 R2 Adobe Acrobat 8 Reader MS Office Excel 2007 (full version) 4GB Quad Core 4GB 2.4GHz 1GBIT 1GBIT MS SQL Server 2014 Standard or Enterprise 1. Microsoft offers a variety of SQL Server product options. Please refer to Microsoft website for an overview of the differences between the various SQL Products. 2. Windows OS may require installation of service packs or latest patches. 3. The processor required also depends on the number and type of users using the system. 4. ONESOURCE Fringe Benefits Tax application requires a typical memory footprint of 200 MB per user. The memory requirements are dependant on the number of users. 5. Microsoft Excel 2007, 2010 or 2013 is required as operations with Excel files are involved. (Note, a reader version of Excel is not adequate) 6. Regional settings on the application server must be Australian date and currency and full year displayed (i.e. yyyy) Date of issue: 04 Mar

33 Minimum System Requirements Citrix checklist Check that the following items are complete: 1. The User profile has been set up correctly under Citrix. 2. The application is installed under the user s profile. 3. The application has been commissioned (see Commission the application page 22). 4. Excel upload templates are available on the Citrix application server or are available via a share drive accessible from the Citrix server. 5. The user has access to these upload templates and they have read-write permissions on the folder where the upload templates are available. 6. Adobe Acrobat Reader (version 8 or later) is installed on the Citrix server and is accessible for the user. 7. Microsoft Excel (2007 or later) is installed and accessible for the user (Note, a reader version of Excel is inadequate as Excel inter-operation services are not available in the reader version). Date of issue: 04 Mar

34 System compatibility checklist APPENDIX 5 SYSTEM COMPATIBILITY CHECKLIST This matrix is based on testing undertaken by Thomson Reuters QA group. Client applications and Operating System 9 FBTSimplifier OFBT Desktop application version OFBT 2012 OFBT 2013 OFBT 2014 OFBT 2015 OFBT Mac OS X Windows XP Windows Server Windows Vista (32/64-bit) SP2 or higher Windows Server 2008 R2 Windows Server 2012 Windows Server 2012 R2 Windows Server Windows 7 32/64 Windows 8.0 x32/64 15 Windows 8.1 x32/64 Windows 10 x32/64 MS SQL Server 2005 MS SQL Server 2008 (for Citrix) MS SQL Server Express 2008 R2 MS SQL Server 2008 R2 MS SQL Server 2012 MS SQL Server 2014 MS SQL Server 2016 Excel 2003 Excel 2010 Excel 2013 Excel 2016 Adobe Acrobat PDF Reader v8 Legend Compatible and supported Yet to be determined Compatible but not supported 16 Not compatible and not supported Not tested for compatibility and not supported Regional settings must be Australian date and currency and full year displayed (yyyy) 9 It is assumed that your applications and operating systems will have the appropriate service packs installed 10 FBTSimplifier pre-2010 was developed by KPMG and Deloitte. FBTSimplifier 2010 was the last release under the PowerTax database schema and is not upgradable 11 OFBT = ONESOURCE Fringe Benefits Tax 12 DotNet version 4.5 or higher 13 Extended MS support ended 14-Jul Not expected to be officially released before OFBT 2016 is launched 15 Windows 8 users may require full control of application directory (Programs file (x86) and Program data) 16 Microsoft products that are past end of life cannot be supported and you are advised not to use these versions Date of issue: 04 Mar

35 Scripts APPENDIX 6 SCRIPTS Creation of a database using scripts These instructions are provided for database administrators (DBA). The instructions can be used in situations where a remote installation of the databases is required, or when installing and using the ONESOURCE FBT Database Manager to remotely create your database isn t possible. For script and assistance, please onesource.support@thomsonreuters.com. Note: running database scripts must be undertaken by a Database administrator Please follow the instructions below: Warning If you do not follow these steps the program will not work correctly - you will be unable to complete certain tasks such as generating the tax form or creating employee correspondence. 1. Database installation Ensure hosting SQL Server is 2008, 2008 R2, 2012 or 2014 Collation: Latin1-General, case-insensitive, accent-sensitive, kanatype-insensitive, width-insensitive Open Microsoft SQL Server Management Studio and login with account having system administrator privileges Right Click on the Server name>choose properties and check Server Collation under General page Please create a database named FBTS or any name with 10% growth for data and log file and 200 MB initial size of data file Open Microsoft SQL Server Management Studio and login with account having system administrator privileges Right Click Databases folder>choose New Database Enter database name as FBTS Recommended as this is the name used in user-documentation and training materials. If you use a different name you must ensure your users are aware of the name used Change the initial database size to 200mb Change the auto-growth to 10 percent, unrestricted growth for both database and log file Press OK button to create. Date of issue: 04 Mar

36 Scripts Run the script ONESOURCEFBT.SQL Extract the script and run it with system administrator privileges Ensure the database changed to the database name that you created above (e.g. FBTS) Execute the script If any issues are identified, please check the messages tab and if the error occurs contact the ONESOURCE Helpdesk at or If the script is successfully run and the database created, you will get the message Query executed successfully. Date of issue: 04 Mar

37 Scripts 2. Create an SQL Server Login: Create login with password The encrypted password should be copied into the relevant section of configuration file. See page 39) Set database and login defaults Set database permissions To create the SQL Server Login follow these steps: Expand the Security folder and right click on the logins Choose New Login to create one Create a login name (in the example it is FBTSimplifier ) Create a password (for example 8p@ssword8) and add into the configuration file (see Configuration file example page 39) Set default language: ENGLISH, Set permissions Date of issue: 04 Mar

38 Scripts Grant BULKADMIN, DBCREATOR roles at SQL Server level Map this SQL login against FBTS Database with DB_OWNER, FBTSimplifierUser, permissions Environment folder The ONESOURCE Fringe Benefits Tax application uses a configuration file to point to the database and other files (see page 27 for location details). In this set of steps you will create a file store folder, update settings and modify the configuration file. Date of issue: 04 Mar

39 Scripts 1. File Store Installation create a network share \\Servername\FBTenvironment and place the extracted file(s) from FBTEnvironment.zip in this location. 2. Please ensure NT Domain Group of ONESOURCE FBT users have MODIFY permissions to this Network Share. 3. Configuration file update update PTServerConfiguration.xml 17 (open with notepad), please ensure the physical folders listed in the configuration file do exist, then amend the information provided in the Database section as shown here: 3.1. <Database> <server>sqlservername\instancename 3.2. <Catalog>DatabaseName 3.3. <UserName>SQL Server Login 3.4. <Password> password for SQL Server Login Example of configuration file <PTServerConfiguration> <General> <Name>FBTS</Name> <Description>FBTS</Description> <IsVeryFirstLogin>true</IsVeryFirstLogin> <FBTVersion> </FBTVersion> </General> <ServerPaths> </ServerPaths> <Database> <Server>your_servername\instance_name </Server> <Catalog>FBTS</Catalog> <UserName>FBTSimplifier</UserName> <Password>8p@ssword8</Password> <Driver>SQL Server</Driver> Name of the environment Note, version number may change servername\instance or servername only with default instance relates to database name or alias sql server login; with BULKADMIN, DBCREATOR roles on sql server level, on database level db_owner,fbtsimplifieruser,db_datawr iter, db_datareader, db_backupoperator the password YOU created for SQL login. See page 19 for details regarding encrypting your password <ConnectionType>1</ConnectionType> <SecurityModel>1</SecurityModel> <ConnectionRetrySleepTime>5</ConnectionRetrySleepTime> <ConnectionTimeout>30</ConnectionTimeout> <ConnectionRetryAttempts>5</ConnectionRetryAttempts> </Database> </PTServerConfiguration> if you want to have windows NT authentication change to 2, NT Group must be given the same security settings as SQL login 17 Do not rename the PTServerConfiguration.xml file Date of issue: 04 Mar

40 Scripts Installing the application on a user s PC Once all of the above is completed, install the ONESOURCE Fringe Benefits Tax application. Installation guidance is provided earlier in this document Following installation you are required to point the application to the database. There is via a Browse button in the application login screen used to locate the PTServerconfiguration.xml 18 inside the environment you created. Initial ONESOURCE FBT login username is administrator with a blank password that must be reset on initial login. If you have any further queries, please call ONESOURCE Support on or onesource.support@thomsonreuters.com. Upgrading a database using scripts An upgrade script can be used in situations when using the ONESOURCE FBT Database Manager to perform a remote database upgrade isn t possible. For script and assistance, please onesource.support@thomsonreuters.com. The upgrade script is provided for database administrators (DBA). Before running the upgrade, please ensure you do a database backup either via ONESOURCE FBT Database Manager or MS SQL Server backup management studio. Note: running database scripts must be undertaken by a Database administrator To use the provided ONESOURCE FBT Database Manager - see Using the Database Manager to upgrade data on page Do not rename the PTServerConfiguration.xml file Date of issue: 04 Mar