Access PayrollSE v5.50a

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1 Access PayrollSE v5.50a Installation Instructions for Windows

2 Contents Introduction... 3 System Requirements... 3 Microsoft Visual C redistributable... 3 Microsoft.NET Framework Other considerations... 3 Crystal Print Engine v Preparation if Upgrading... 4 How to locate your data file... 4 Modified Access Crystal Reports... 5 Downloading your Installation Files... 6 To Download... 6 Saving your Unlock Key... 6 Installation... 7 Uninstalling Previous Versions... 7 Access Update Monitor... 7 Installing PayrollSE v5.50a... 8 Installing from a CD... 8 Installing from the Downloaded Install Files... 8 Navigating the Installer Web Pages... 8 The Installation Wizard... 9 Registration Upgrading your Payroll Datafile Access Update Monitor Error

3 Introduction These instructions are provided to guide you through the installation of your Payroll SE software. Please read these instructions carefully. As with all other software installations, we recommend that no other applications are running when installing. You will need to have Administrator rights for the necessary system files to be installed. You may be asked to restart your machine during the installation. System Requirements Supported Operating Systems: Windows Vista, Windows Server 2003, Windows 7, Windows Server 2008 R2, Windows 8, Windows Server 2012, Windows 10. You need Internet Explorer v6 or higher, a Processor Speed of 266MHz or higher, and 256mb of RAM. The Access Reports feature requires Internet Explorer v6 or later. Microsoft Visual C redistributable If not already installed, you will need to install the Microsoft Visual C redistributable before installing the Payroll software. This is provided in the installation files. If you attempt to install the Payroll software when this redistributable is not present, you will be prompted to cancel the Payroll installer and install this redistributable. You will then have to re-start the Payroll installer. Microsoft.NET Framework 4 If you are intending to install the Access Update Monitor, you will need to have Microsoft.NET Framework 4 installed first. This is provided in the installation files. Other considerations Crystal Print Engine v11 The Crystal v11 Print Engine will be installed as a default. If you wish to install the Crystal v9 Print Engine, you will need to select a Custom install. If you also run Horizons on the same machine using an earlier version of Crystal, after installing the Payroll, you will need to copy the crpe32.dll file from the \Program Files\ Business Objects\Common\3.5\bin directory to the folder that contains your Horizons Accounts executable. Then both Payroll and Horizons will run with Crystal v11. This is necessary because the newer OMNIS ODBC driver, installed with Crystal v11, is not compatible with earlier versions of Crystal. 3

4 Preparation if Upgrading Please ensure that you have a valid backup of your LIVE data before continuing. How to locate your data file You will need to know the location of your LIVE data file so that you can locate and logon to it with your new software. This is the datafile, or datafiles, that you use to run your payroll on a regular basis. To locate your LIVE datafile, log into your normal datafile with PayrollSE 5.40a. Go to Info in the top menu bar and select About Access Payroll. This will display the User Information screen. Click on the Data File tab which will display the location and name of the data you are logged into. If this is your usual datafile then it is referred to as your LIVE datafile. Take a note of the location and the name of your datafile. You will need this later. You can also double-click on the highlighted location and it will open the folder in which your data is saved. Close the Payroll. If you have more than one datafile, repeat the process for each datafile to ensure that you know where each one is and what it is called. 4

5 Modified Access Crystal Reports When your software has been upgraded, any Access Crystal Reports that have been modified, and any Custom reports you have designed, will need to be revalidated to ensure they are upgraded to match the structure of the Payroll data. If you use any custom reports in your current version, you can copy these in order to use them in the new version. To check the location of your Crystal Reports go to System Control on the top menu bar and then choose Passwords. The User Access and User Records windows are displayed. Select your User Record in the User Records box. In the User Access window click on the blue arrow next to Crystal Reports Location in the bottom right-hand corner. This will open a window called Access Crystal Reports Location. If a location exists, take a note of this location for future reference. If the location box is blank then the default location will apply, which is in the Access Reports folder of your installation files. E.g. C:\Program Files (x86)\access Applications\Payroll\5.40a\Data\Access Reports On your computer, browse to the crystal reports location that is set on the user record and copy or save any reports which you think may be customised. It is advisable to save them somewhere memorable so that you can copy them over to the new version later. Please note that this location may be different in each of your User Records. 5

6 Downloading your Installation Files The Payroll SE 5.50a install files can be downloaded from our website. If your unlock key is not available on the website, please contact Despatch. To Download Go to Sign in If you have already registered you should have an address and a password to access the site. If you have not yet registered you will be able to do so on the screen. Please enter a valid , enter your RH or BH reference as the Username and choose a Password. You will be taken to a screen which contains a link to download the software and another link to your unlock key, which will be available once your software licence is renewed. Click on PayrollSE Windows. If you receive any security questions please refer to your IT Department. o o Internet Explorer: You will receive a prompt to ask what you want to do with the files please select to Save As, or Save the files to your computer, then select Open Folder. Chrome or Firefox: The download will start automatically, please click on the button for the downloaded item, or view all downloads. The downloaded files are compressed into a zipped document which will save to your Downloads folder as a default. Right-click on the zipped Setup folder and select to Extract the files The files must be extracted for the installation to work. Browse to the location in which you wish to save the installation files and Extract, for instance C:\Installation\PayrollSE_550a. Note: the extraction process will vary depending on the extraction software you are using. The installation files are now ready to use please keep a note of their location. Saving your Unlock Key You may download and install the software prior to paying your licence fee but will not be able to activate it until payment is received. Once processed you can then return to the download screen to retrieve your unlock information. Once your licence has been renewed you will be able to access your Unlock Key via our website, from the link above. It is advisable to save your Unlock Key to a memorable location so that you can access this later, such as My Documents >> Access UK Ltd >> Payroll Administration 6

7 Installation Uninstalling Previous Versions If you have an earlier version of the Payroll installed, you may be prompted to uninstall this when you run the installer. You may ignore this prompt, as it is unnecessary to uninstall an earlier version. Your new software will install to a unique location by default and will not overwrite other versions. If you do not wish to uninstall previous versions please go to the Access Update Monitor section of this document. However, if you wish to uninstall your current version, you should use the Windows Control Panel utility: Go to Start >> Control Panel >> Programs and Features. (This is also referred to as Add/Remove Programs on older versions of Microsoft Windows). Find the relevant version of Access PayrollSE in the programs list, right-click and select to uninstall. The version number should show at the bottom of the screen. Access Update Monitor If you have the Access Update Monitor running in the notification area on your taskbar, please close this feature before installing. Click on the notification area arrow and right-click on the Access Update Monitor icon: Select Quit from the menu to close the program. This will allow the install to complete without errors. If this program is not closed prior to upgrading you may receive errors which will prevent the installer from continuing, such as Files in use Files that need to be updated are in use. 7

8 Installing PayrollSE v5.50a Please ensure you have Administrator rights for the necessary system files to be installed. Installing from a CD If you are installing Access PayrollSE 5.50a from a CD, insert the Access Payroll CD on each workstation and follow the instructions below. If the Home Page does not launch automatically after a few moments, select Start >> Computer (or My Computer), Right-click on the Access Payroll CD in the list and select to Open the folder. Double- Click on Setup.exe and the Home page should appear. Installing from the Downloaded Install Files After you have downloaded and extracted your new software, double-click the Setup application file to launch the installer. You may note that there are two Setup files, called Setup.exe and Setup.exe.config. You will need to check that your windows settings do not hide the file extension names as this can be confusing. Please ensure that you select the Application file (Setup.exe) and not the XML Configuration file (Setup.exe.config). Navigating the Installer Web Pages If the Setup.exe file does not launch the installer web pages, you can install the program directly from the install folder. Go to Install >> Payroll and double-click on Payroll.msi. This will launch the Payroll installer outside of the web pages. Please ensure that the pre-requisites are installed first, which can be found in the install folder under Install >> Microsoft. When you run the Setup.exe file, or CD, the installation pages will open with Internet Explorer. If Internet Explorer (version 6 or later) is not installed on your computer, and you double-click the setup file, it may prompt you to install internet Explorer. If so, please follow the on-screen instructions. Once it has installed, double-click the setup file again. The Payroll SE installer web page will open which will guide you through the system requirements and additional information. Please read through this information carefully. If you scroll down you will see sections for Documentation, Installation and Related Installations. Please install any prerequisites, as required, which you will find in the Related Installations section. The Year End Checklist can be found under Documentation. When you are ready to install Payroll, click on Install Payroll SE in the Installation section. This will start the installation wizard. 8

9 The Installation Wizard The installation wizard comprises a series of steps to allow you to personalise your installation. Follow the on-screen instructions when prompted. Please ensure you have Administrator rights for the necessary system files to be installed. On the Welcome screen please follow the advice given, then click Next to continue User Information Enter the User Information details required for your organisation. It is advisable to allow the product to install for Anyone who uses this computer. Click Next. 9

10 Destination Folder Confirm that the default destination folder is an acceptable location. o You can click on Browse to change the location but the location should be unique to ensure existing versions are not overwritten. Select Installation Type - select Typical and click Next, unless you wish to install Crystal Print Engine v9 instead of Crystal v11, for which you should select Custom. 10

11 If you choose Custom you can select to install Crystal v9 by clicking on the dropdown and selecting Will be installed on local hard drive. You will then need to de-select Crystal v11 by selecting Entire feature will be unavailable for Crystal v11. The application is now ready to install. Click Next to start the installation. When PayrollSE v5.50a has been successfully installed click Finish to complete the wizard. We recommend that you restart your machine for the installation to take full effect. Your new Payroll software can now be launched from the Start menu by going to Start >> All Programs >> Access Applications >> Payroll >> 5.50a 11

12 Registration It is not advisable to register the software until you are ready to upgrade your data. Please refer to the Year End Checklist for further details on the Year End routine and which version to use. When you are ready to launch the Payroll application for the first time, you will be asked to enter your Registration details. This is the Unlock Key that you downloaded from the website. Enter your Reference number, Unlock Key and Serial Number in the fields provided, then click OK. Note that upper case is required, and that the Unlock Key has a single space between the letters and numbers. Take care when entering the serial number as I and 0, are often entered incorrectly as 1 and O. If you get a registration error message, check these first. Once successful, the Payroll software will be active. The Registration process activates the software as a whole and unlocks the number of Users and Employees for which you have purchased licenses. If you run a multi-user Payroll, this information is the same for each of your workstations, but the Unlock Key is different for each version of the software. Upgrading your Payroll Datafile When you are ready to upgrade your data, and have registered the software, you will be prompted to browse to your LIVE Data File and logon. The location of your live data was noted at the beginning of this document. Once you have logged on you will need to reorganise your data. This will upgrade your data to match the new version of the software, which contains new parameters and formats. Please refer to the Year End Checklist to complete this process. This is available in the installation files. Please review the changes and new features included in this version of the Payroll as they may affect your Payroll processing. The list of changes and new features for this version are available on the install CD and in the Help. 12

13 Access Update Monitor Error The Access Update Monitor is installed automatically with PayrollSE. This will enable you to download any available service packs during the year. This should be available automatically, but if you receive any errors please follow the steps below. If you have installed PayrollSE onto a 64-bit machine you may receive a message saying Payroll is not installed: To ensure your Update Monitor is working properly, go to C:\Users\User.Name\AppData\Local\Access UK Ltd\Access Update and right-click on the Settings.xml file. Select to Edit the file. This will open the file in notepad. As per the screenshot above, you will need make sure that the Version number is correct so that it searches for updates related to that version If this is correct and you are still receiving errors, enter the text \Wow6432Node\ on the Installation Registry Item line, in between Software and Access Applications. Click on File and Save. You may need to restart your computer for the changes to take effect. If you cannot save the file due to permissions, you may need to save it to another location and then copy it across to this folder. If the Update Monitor does not appear in your notification area, go to C:\Program Files (x86)\access Applications\Payroll\Access Update and double-click on AccessUpdateMonitor.exe. The icon should now appear. You can also launch this feature from within Payroll, from Info >> Check for updates. 13

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