2013 Upgrade and Conversion Guide

Transcription

1 2013 Upgrade and Conversion Guide

2 WARNING... 3 INTRODUCTION... 4 Upgrade and Conversion Process Overview... 4 System Requirements... 4 Server Requirements... 5 Workstation Requirements... 6 Network Requirements... 6 Other Requirements... 6 UPGRADING FROM PREVIOUS VERSIONS OF CASEWARE TIME... 7 Phase 1: Prepare for an Upgrade... 7 Phase 2: Installation of Software... 8 Troubleshooting... 9 Phase 3: Convert Data Convert Contacts Conversion Phase 4: Ensure upgrade was successful KNOWN ISSUES TO TAKE NOTE OF IN CASEWARE TIME CONTACT CQS... 16

3 3 Warning The person doing the installation needs knowledge of IT and SQL server administration. We suggest that you do not attempt this upgrade without the required skills or access to someone with those skills. This installation must be done on your existing server which houses the SQL Server instance for your current databases. Do not attempt to upgrade or change your current version of SQL Server as part of this process. Do not upgrade your hardware or migrate to a new physical or virtual server as part of this process. Do not install/upgrade any workstations until the server installation is complete and tested. Existing templates for invoices and statements need to be manually updated before processing on the upgraded system We strongly recommend that you do not conduct the upgrade just prior to month end We strongly recommend that you complete your Year End Close before your upgrade to the new version. CQS cannot be held responsible for problems resulting from failure to follow these instructions and reserves the right to charge for resolving any resulting issues. Now you should work through the full document to understand the entire upgrade and conversion process before commencing. If you are unsure at this point, please contact CQS for additional advice and/or assistance. The upgrade is very different to previous upgrades and requires careful planning, execution and testing to ensure a successful implementation and to avoid loss of data, downtime and/or additional costs. Read the instructions on the second page carefully before proceeding.

4 4 Introduction CQS is proud to announce the release of the new CaseWare Time This guide will assist you with the installation of the latest software as well as the conversion of your data. This is necessary as CaseWare Time 2013 data is hosted on SQL Server. Upgrade and Conversion Process Overview The installation and conversion process is implemented in four distinct phases: Phase 1: Prepare for an upgrade Phase 2: Installation of Software Phase 3: Convert data Phase 4: Ensure upgrade was successful System Requirements This section contains important guidelines for the recommended hardware, software and network environment required to run CaseWare Time We strongly recommend you adhere to these recommendations when purchasing or installing BackOffice. Always consult an IT specialist for specific advice and assistance suitable for your requirements. NOTE: When upgrading an existing installation to CaseWare Time 2013 you must install on the existing server with the current version of SQL Server. If that server does not meet the minimum requirements you need to: First migrate your existing installation to a suitable new server or new version of SQL Server and ensure that it is working correctly before doing this upgrade, or Complete this upgrade first on the existing server. Ensure it is working and stable and then migrate to a new server and/ or version of SQL Server.

5 5 Server Requirements Requirement Hardware Operating System Database Recommended Pentium 4, 2 GHz, 2 GB RAM minimum, 1 GB/s Server type network card, 2 GB Free disk space. DVD ROM Drive and a CD Writer recommended for backups and copying files, running on a Microsoft Windows Server operating system. NOTE: These specifications are based on a server running CQS BackOffice solutions only. Should you be running other applications on the server, you should consider increasing the specification of the machine accordingly. The following operating systems are supported by BackOffice 2014: Microsoft Windows 2008 Server, Windows 2012 Server. To ensure the latest service packs are installed, go to NOTE: The following are not supported: Microsoft Windows 2000 Server Microsoft Windows 95 / 98 / Millennium Edition Linux / UNIX / Apple MAC OS. Windows XP BackOffice 2014 is compatible with the following databases: SQL Server 2005/2008 (including Express) Always configure SQL SERVER to use mixed mode authentication as BackOffice requires use of a SQL SERVER user/password and does not work with Windows Authentication. SQL Server service to use the local system account, and on SQL 2005 OPENROWSET is enabled in the SQL Server Surface area configuration manager. On SQL 2008, TCP/IP Protocol is enabled under SQL Server Configuration Manager SQL Server Network Configuration. NOTE: Although there is no hard-coded limit to the number of users that can attach to SQL Server Express, their CPU power and memory size impose practical limits on the number of users that can achieve acceptable response times from a SQL Server Express database. And that number of SQL users includes users connecting to other applications databases installed on the same server. Web Browser Internet NOTE: The following are not supported: MSDE SQL Server 2000 Microsoft Internet Explorer version 6.0 or higher. Required for remote support and ongoing updates.

6 6 Workstation Requirements Requirement Hardware Recommended Networked Workstation running all BackOffice applications; Data is stored on a server: Pentium 4, 2 GHz, 1 GB RAM, 100 MB/s network card, 512 MB free disk space, DVD ROM Drive and a CD Writer recommended for backups and copying files. Stand-alone Workstation running all Back Office applications; Data is stored on the workstation: Monitor Operating System Pentium 4, 2 GHz, 1 GB RAM, 100 MB/s network card, 2 GB free disk space, DVD ROM Drive and a CD Writer recommended for backups and copying files. Minimum 15 Monitor (1024x768 set to 256 colors). The following operating systems are supported: Microsoft Windows (Vista, WIN 7) Microsoft Windows 8 (32-bit and 64-bit) RECOMMENDED To ensure the latest service packs are installed, go to Correspondence NOTE: The following are not supported: Microsoft Windows 95 / 98 / M E / XP / 8.1 Linux / UNIX / Apple MAC OS. Microsoft Word (2007/ 2010/2013). Required for SecWare and TaxWare. Network Requirements Requirement Speed Protocols Network Cards Recommended Standard 100 MB/s across all workstations (10 MB/s not recommended). TCP/IP or Netbuie (recommend standardising on a single protocol). Recommend Accton / 3Com. (Note: Realtech network cards / drivers / chipsets are not recommended). Other Requirements Network Card for Server ( Server type network card highly recommended. Using a standard workstation network card on the server will have a significant impact on speed and stability). Requirement Databases Recommended Directly accessing / writing to databases are not supported by CQS and are in direct contravention of the Support Service Level Agreement.

7 7 Upgrading from previous versions of CaseWare Time Phase 1: Prepare for an Upgrade In preparation for the data conversion we require that data maintenance be performed on all databases before commencing with the software installation and data conversion processes. In the process of data maintenance and conversion, all the users should be logged out of all the programs. Only the user performing the maintenance / conversion can be logged into that particular application. Users can log back into the data once the full process has been completed successfully. STOP: Do not convert the CaseWare Time data before doing your month end(s). This will help prevent having to do customisation work close to month end and causing delays. Step 1.1: Back up all CaseWare Time Data WARNING: A copy of the data directory will NOT suffice. A backup made within each application from the File menu is needed! Login to the application and make the required backups using the menu commands indicated below: CaseWare Time: Click on Tools Maintenance Backup/Restore Step 1.2: Check diagnostics in CaseWare Time 2009 Step Run Diagnostics On the Tools menu, click Diagnostics. Run each option on the Diagnostics report separately. (Company Profile, Client, Staff, Receivables, work in Process, Projects.) Under Show me, select Errors and Critical Errors. Click OK to run the diagnostics report. Step Fix diagnostic errors and re-test If the fixes you have done are successful, please restart the process from Step 1.1 and create another backup of the fixed data before proceeding to Phase 2: Installation of Software STOP: If any diagnostic messages appear that cannot be fixed by you or your system administrator, contact CQS Support.

8 8 Phase 2: Installation of Software Install on the Server and Workstations respectively as follows: On the Server: CaseWare Time as a local installation. WARNING: Complete and test the server installation and data conversion before installing/upgrading any workstations. On each Workstation: CaseWare Time network installation. For Server Configuration Server Setting, use the current SQL server as the Database Server Name and leave the default path as is. Before Installation Close all applications and disable any anti-virus programs running on the computer (remember to re-enable anti-virus after the installation is complete). Ensure that you have a working backup of your CaseWare Time files before proceeding with the installation of the new versions Step 2.1 Installing CaseWare Time 2013 Version Insert your DVD into the DVD-ROM. An Installation Wizard will appear automatically. Click on Install for a list of applications included on the DVD. Select CaseWare Time and click on Install. The Important Notes will appear. Click on Next. Click on Next again when the Install Shield Wizard commences. The Registration Wizard will appear. Enter your User Name, Company and the Serial Number (license code) for CaseWare Time. Click on Next. A message will appear saying, Preparing to install CaseWare Time. The Important Notes will appear. Read and click on Next. A Welcome screen will appear. Click on Next. The Important information will appear. Click on Next. The License Agreement will appear. Please read this carefully. Select I accept the terms of this license agreement and Click on Next. Select the appropriate setup type: Network: Select this option if you do not want to install SQL Server 2008 Express automatically on the computer. (USE THIS ON THE WORKSTATIONS) Network with SQL Express: Select this option if you want to install SQL Server 2008 Express automatically on the computer.

9 9 Local: Select this option if you want the program installed to the local drive. Microsoft SQL 2008 Express will be installed if no SQL exists on the drive. (USE THIS ON THE SERVER) To install the files to a different directory (not recommended), click on Browse and locate the directory. Click on Next. If you already have SQL installed, a message will appear stating that the existing SQL Server was detected. Click on Next. If SQL server is not found (ONLY IF A STANDALONE CASEWARE TIME INSTALLATION): Select the SQL Provider from the dropdown, provide the Database Server Name, and specify the default CaseWare Time supplementary files path. Click on Next. The Select Program Folder window will appear. Click on Next. Click on Install to begin the installation. The installation of CaseWare Time will commence. This may take a few minutes. Click on Finish. Additional Installation Steps Depending on previous installations of CaseWare Time and/or SQL, the following additional screens may appear: CQS PDF Manager Setup Wizard This wizard may appear during one of the installation processes above. When it appears, follow the steps below: The CQS PDF Manager Setup Wizard appears. Click on Next. To install the files to a different directory (not recommended), click on browse and locate the directory. Select whether the CQS PDF Manager is to be installed for every user. Click on Next. Click on Next. When the installation is complete, click on Close. Option to Modify, Repair or Remove Installation This option may appear for the CQS PDF Manager: BackOffice Integration Click on Repair and click on Next. CQS PDF Manager. Click on Modify and click on Next. Click on Next again. Troubleshooting The Installation Wizard does not appear automatically Open Windows Explorer and browse for installation folders on the DVD. Open each folder and double click on setup.hta to commence the installation wizard for each item. Follow the steps above to complete the installation.

10 10 Installing from Windows Explorer, you cannot see Setup.hta to install a product Open Windows Explorer. Click Tools on the menu, select Folder Options and then select View. Ensure the Show all files option is selected. Remove any ticks from Hide file extensions and click on Apply. Proceed with installation. Step 2.3 Open current year Time 2009 file If the installation has completed successfully you should open the CaseWare Time 2013 application (there will be a new icon for the new version in addition to the icon for the old 2009 version) and login to your current year 2009 file which will trigger the conversion process described in Phase 3 below. Phase 3: Convert Data Please ensure that you use the same SQL Server instance that SecWare and TaxWare are using. (SecWare: Practice Integration; TaxWare: Practice Practice information). CaseWare Time data must be hosted on the same instance to avoid errors. For performance reasons, we recommend that the conversion be performed on the server, using the local path to access the data e.g. (C:\Program files\...). Step 3.1 Follow the Conversion Wizard After you install Time 2013, you can begin the file conversion. NOTE: Running a diagnostic on your file prior to conversion minimises the likelihood of conversion errors, but does not entirely eliminate them. During conversion, if the program detects an error, the conversion process is stopped and an error log is generated to report any issues. Open a copy of the previous version s file (*.ar file) in CaseWare Time The start-up screen will ask you to create a backup of the file. Backup files should be created on a regular basis and stored in a separate location from your active files. After performing a backup, the conversion-loading dialog appears. This begins the file conversion process. This may take a few minutes depending on the size of the file being converted. After conversion completes, a dialog appears to provide you a brief summary on the results of your file conversion. NOTE: For Time 2009 users, you will not be able to access the Contacts area until you perform a Contact Conversion. You can access the Contact Conversion wizard from the menu Tools Contact Conversion. Click OK to finish the conversion if the conversion is completed without errors, continue to Step 3.2.

11 11 Errors in Conversion The Conversion Rolled Back If errors occur during conversion an errors.htm file is created under a Conversion log folder from your data folder. The conversion will be stopped if an error occurs and the error needs to be fixed in the CaseWare Time 2009 file before proceeding. Step Fix Conversion Errors If during the conversion, CaseWare Time 2013 detects an error, the conversion will be stopped and an error log will be created. Resolve all CaseWare Time related issues before continuing. If data maintenance steps during pre-conversion preparation were performed, this should be minimal. If all errors are resolved you need to redo the conversion process from Step 3.1. STOP: If you or your system administrator cannot fix any conversion errors, contact CQS Support. Conversion Complete With Warnings A warnings.htm file is created under the Conversion log folder. The warnings.htm file shows the records in the converted 2013 file that needs to be corrected in future to avoid data corruption. This can be fixed in the 2013 data using CaseWare Time Step 3.2 Back up CaseWare Time data Create a backup of your CaseWare Time data after successful conversion to CaseWare Time Click on Tools Maintenance Backup / Restore. Step 3.3 Check Diagnostics and balances on converted data Step Change Protection Protection has now been set up on diagnostics (Repair diagnostics). You need to check this for the users you want to allow to repair diagnostics. Go to Tools Protection Protection setup. It is found under the protection rights for the group, Category Tools and Command Repair diagnostics. Step Run Diagnostics Check the diagnostics for any errors after conversion. Step Check Control Account Balances Print or view the WIP and Accounts receivable detailed reports to ensure the balances have not changed from CaseWare Time 2009 to CaseWare Time The following reports should be printed or viewed: Payment history (PH); Receivable reconciliation (RR); and Trail balance (TB). WARNING: Only resume working on the data if you are satisfied with conversion results.

12 12 Step 3.4 Back up all CaseWare Time data Before proceeding please take another full backup of the CaseWare Time data. At this stage we only back up the CaseWare Time data, as the TaxWare and SecWare have not been converted yet. Login to CaseWare Time 2013 and make the required backups using the menu commands CaseWare Time to create a backup, click on Tools Maintenance Backup / Restore. Project Management NOTE: For users converting from Time 2009 only. Projects are automatically converted when you open your file in Time Review the project management area to ensure your project structure is preserved. Note that client project numbers can now be automatically generated. During file conversion, the client project numbers defined under project codes is converted to use the following project mask Project Template No. + hyphen + Client No. For example, in Time 2009, if you had a client project AUD2009 for some client ABC, then a project template will be created in Time 2013 with the name, AUD2009, with a client project with the number AUD2009-ABC. NOTE: All client projects are created from a project template. Convert Contacts NOTE: This section is only applicable if you have Contacts set up in your current CaseWare Time file. After converting from Time 2009 to Time 2013, you will receive an automatic notification should you need to perform a Contact Conversion. Contacts Structure in CaseWare Time 2013 Contacts are defined as people with associated companies in CaseWare Time The structure of Contacts in Time 2013 distinguishes between Contact People and Contact Companies. In order to display your existing contacts in Time 2013, you need to perform a contact conversion to ensure the structure for your existing contacts is preserved. Prepare Contacts for conversion If you have set up Contacts in your file, review the list to identify all contact people and contact companies. You will require this information when performing the Contact Conversion when you open your file in the latest version of CaseWare Time. The following changes have been made to contacts: 1. Each Contact now has a mandatory Last Name (surname) field. Prior to conversion, ensure each contact person has this field specified in either the Last Name field under the Attention tab of the Client setup dialog (Setup Clients) or the Name field in the Contacts setup dialog (Setup Contacts).

13 13 If the contact s full name was entered in the Name field in the Contacts setup dialog, then ensure each name follows a common pattern; for example, Last Name, First Name. During the Contact Conversion, you can configure the wizard to search for specific patterns. 2. You can now set up Contact Companies separately and associate them to contact people: Prior to conversion, ensure all contact company information is specified in a common area in the file; for example, under the Address 1 field of the Contact setup area. During the Contact Conversion, you can specify this location to extract all contact company information. Also, ensure each contact company has a Name specified. 3. In the latest version of Time, the following rules apply: You can assign many contacts to a contact company, but a contact can only be assigned to one contact company. You cannot directly assign contact companies to clients. This relationship must be defined through a contact person; that is, assign a contact person to both the client and contact company. Conversion To begin the contact conversion, navigate to Tools Contact Conversion. 1. On the Welcome screen, select which best describes your existing Contact structure: 1.1. Contact is a person - Select this option if your Contacts are primarily assigned to a person. (This is generally the most common option) 1.2. Contact is a company - Select this option if your Contacts are primarily assigned to a company. 2. To convert an entry to a Contact Person in Time 2013 you must, at minimum, specify a Last Name. The conversion wizard can extract this value from previous versions of Time in two ways: 2.1. Contact Name - You may have specified the contact s last name in this field of the Contacts dialog. By selecting this option you can use the subsequent wizard screen to note any conventions to specify other Contact Name fields as well Attention - Last Name - You may have specified the contact s last name in this field of the Attention tab of the Contacts dialog. When selecting this option you can also specify that the wizard use the Contact Name (noted above) if this field is blank. 3. Use the Mapping screen to map any of the existing fields that may have contained contact information pertaining to the new fields in Time You may select the option None if you did not record the type of contact information that is now available for Time Use the Convert to Time 2013 screen to review the selections you made in prior screens of the Contact Conversion Wizard. Ensure the wizard has made the proper distinction between your contact people and your contact companies. 5. Click Finish to begin the conversion. 6. Should any manual changes need to be made to your Contact list after the Contact Conversion, you can use the Contact Monitor report to perform these changes.

14 14 Phase 4: Ensure upgrade was successful Step 4.1 Re-customise CaseView Documents After converting your file, all your CaseView documents will be converted. If the invoice templates were customised in CaseWare Time 2009, some formatting might be lost after the conversion to CaseWare Time 2013 and therefore you might have to restyle the invoice under company profile. WARNING: Create a test invoice and statement to ensure that the conversion has been done properly. DO NOT proceed if you are not satisfied with the formats. Step 4.2 Final Testing of Upgrade and Data Conversion Please ensure that you thoroughly test the new version of BackOffice Suite. You should check that: All your data is present and correct All the core functionality is working correctly (including data capture) All reports are working Invoices and statements are formatted correctly WARNING: Only resume working on the data if you are satisfied with conversion results.

15 15 Known Issues to take note of in CaseWare Time 2013 Windows and SQL 1. Time 2013 does not currently support SQL Time 2013 does not currently support Windows 8.1 CaseView Customisation 1. Some CaseView documents may lose their customisations after running the conversion from Time Documents affected include BWIP Invoices, Miscellaneous Invoices, Credit Notes and Statements. 1.2 These will need to be re-customised after conversion. Clients are recommended to contact our Support or Consulting desks for assistance. 2. The look and feel of Statements has changed between Time 2009 and Time New features have caused the body of the Group Statement document to look different and it may wrap over two lines. 2.2 Users can change their Aging A/R columns to 4 in order to fit this on one line. This option is found under Company Profile Aging A/R. Contacts 1. In Time 2013, contacts now require a last name The suggested work around for a blank last name is to manually capture the last name after conversion. This can be done via the Contact Monitor Report. Document Filters and Reports 1. Documents with user-defined filters will need to be re-configured after converting from Time These filters are identified in the conversion Warnings Log after file conversion. The Warnings log is located at: C:\ProgramFiles(x86)\CaseWareTime2013\Data\ConversionLog. 2. When adding filters in Time 2013, the validate button may present a false error Should the filters be valid, the user can ignore this false error and the filter will work as expected. 3. Some of the Report filters can change, and recapturing may be required.

16 Main Contact Details CQS Reception: CQS Help Desk Direct Extension CaseWare Working Papers: BackOffice: CQS Support: CQS Web Support: Other Important Details Register at for easy access to frequently asked questions, upgrades, downloads and technical documentation. us at regarding: Feedback Ideas on service or products Product information Account or license information Any other queries